On Call - Scheduling Assistant for Home Care Agency

On Call - Scheduling Assistant for Home Care Agency

The successful applicant will be on call and answer agency phones after normal business hours and weekends and perform clerical/scheduling activities to facilitate the agency's operations when the business office is closed. These activities include
coordinating employee schedules with client wants/needs, processing intake information, and communicating with referral sources. Experience is a plus.

The working hours will be weekdays from Monday to Friday from 4:00 pm to 9:30 am US-Eastern Standard Time and weekends from Friday at 4:00 pm to Monday at 9:30 am. However, the hours to be worked for this position may vary.

• Not Your Ordinary Scheduling Role (PLEASE READ) •
This role goes beyond simple calendar management—it requires real-time scheduling adjustments, coordinating with multiple employees and clients, and responding to unexpected changes such as caregiver call-offs or emergencies. As a Scheduling Coordinator for our home care agency, you will be at the heart of our after-hours operations, ensuring seamless coordination and operational continuity. You’ll tackle challenges in a fast-paced environment while maintaining the highest standard of care for our clients.

ESSENTIAL FUNCTIONS:

1. Maintains schedule for services requested and provided to agency clients:
• Assures that cases are filled within the established time frames.
• Completes documentation (paper or automated system)
• Provides appropriate notification of schedule to the employee, client, contract agency, supervisor, and others as appropriate.
• Monitors overtime and mileage records of employees
• Responds to emergency calls and arranges schedules accordingly.

2. Provides direction to direct care employees and communicates with supervisors as needed to assure safe and effective coverage of client needs:
• Assigns agency staff to clients as directed by the licensed professional staff, Plan of Care/Aide Care Plan, and service request.
• Assures employees receive complete and accurate directions and information about client needs as directed by licensed professional staff, Plan of Care/Aide Care Plan, and service requests.
• Reports any scheduling changes and/or client concerns to the supervisor; notifies clients of changes and monitors employee performance in areas of dependability, responsiveness, timeliness, and client concerns.
• Participates in the evaluation and performance review of field staff.
• Verifies time records with schedules.
• Follows up with employees on scheduling problems encountered by the on-call staff.

3. Participate in determining hiring needs:
• Minimizes substitution of employees and maximizes permanent coverage.
• Maintains adequate numbers of available on-call staff.
• Notifies Supervisor of staff needs.
• Meets with nursing and marketing staff to anticipate needed coverage (new clients’ increased needs)

4. Maintains confidentiality in all aspects of the job:
• Respect the confidentiality of information in client and employee records
• Shares information in accordance with Agency policy
• Protects documents in a manner that prevents unauthorized access

5. Performs job in compliance with agency policies and procedures as well as community and professional standards:
• Assures compliance with applicable state, federal, and, if applicable, accreditation
standards.
• Attends meetings and educational programs as required.
• Accepts responsibility for personal and professional development.
• Participates in the agency’s ongoing quality improvement activities.

6. Performs other related duties and responsibilities as deemed necessary.