Staff Coordinator

Job Description

Job Description

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* Position:
Staff Coordinator
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Department:
Administration / Operations

Position Summary

Reliable Healthcare LLC is seeking a highly organized, dependable, and proactive Staff Coordinator/Scheduler to join our growing team. This position plays a vital role in ensuring the efficient coordination of caregiver assignments, maintaining appropriate staffing levels, and supporting the delivery of quality home healthcare services.

The ideal candidate will possess strong communication, problem-solving, and organizational skills, along with the ability to manage multiple priorities in a fast-paced healthcare environment. The Staff Coordinator/Scheduler will serve as a primary point of contact between caregivers, clients, families, and management to ensure continuity of care, timely staffing coverage, and effective communication.

This position requires professionalism, attention to detail, sound judgment, and a commitment to maintaining the highest standards of client service and operational efficiency.

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* Key Responsibilities
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* Staff Scheduling and Workforce Coordination
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• Develop, implement, and maintain accurate caregiver schedules based on client care plans, authorized service hours, caregiver qualifications, availability, and geographic location.
• Coordinate daily staffing assignments to ensure adequate coverage for all scheduled client services.
• Respond promptly to caregiver callouts, emergencies, scheduling conflicts, and unexpected staffing shortages.
• Identify and assign qualified replacement caregivers to minimize service interruptions and maintain continuity of care.
• Monitor caregiver attendance, punctuality, and adherence to assigned schedules.
• Verify that scheduled assignments align with client needs, caregiver qualifications, and approved service authorizations.
• Maintain accurate scheduling records and communicate changes to all affected parties in a timely manner.
• Monitor staffing levels and proactively identify potential scheduling gaps.
• Assist with managing overtime by ensuring that scheduling adjustments comply with company policies and established approval procedures.

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* Client and Family Communication
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• Serve as a primary point of contact for clients and families regarding caregiver schedules, staffing changes, and service coordination.
• Maintain consistent and professional communication with clients and their families to promote satisfaction and confidence in services.
• Address scheduling concerns promptly and work toward effective resolutions.
• Communicate significant client concerns, service interruptions, and changes in care needs to the appropriate management or clinical personnel.
• Coordinate with the clinical team to ensure caregiver assignments remain consistent with established care plans.
• Maintain confidentiality and professionalism when handling client information and sensitive matters.

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* Recruitment and Staffing Support
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• Collaborate with management and Human Resources to identify current and anticipated staffing needs.
• Assist with caregiver recruitment, candidate sourcing, interview scheduling, and hiring coordination.
• Support onboarding activities to facilitate the timely placement of qualified caregivers.
• Maintain communication with prospective and newly hired employees regarding staffing opportunities and assignment availability.
• Identify recruitment needs based on client demand, service areas, and caregiver availability.
• Assist in developing strategies to improve caregiver retention and reduce staffing shortages.

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* Employee Relations and Performance Monitoring
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• Establish and maintain positive working relationships with caregivers, administrative staff, and management.
• Communicate scheduling expectations, assignments, and changes clearly and professionally.
• Address caregiver scheduling concerns and elevate unresolved matters to management.
• Monitor attendance patterns, repeated call-outs, and punctuality concerns.
• Document staffing-related incidents and communicate performance concerns to the appropriate supervisor.
• Support employee evaluation processes by providing accurate information regarding attendance, reliability, and scheduling performance.
• Promote accountability, teamwork, and adherence to company policies.

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* Compliance and Documentation
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• Ensure scheduling practices comply with applicable federal and state employment regulations, company policies, and relevant healthcare requirements.
• Verify that caregivers assigned to clients possess the necessary qualifications and meet applicable…