Scheduling Coordinator (Bilingual a plus)

Job Summary:

As a Scheduling Coordinator, you will play a pivotal role in the day-to-day operations of a rapidly growing home care organization in New Hampshire, supporting PCA services. This is a key position within a high-growth, team-oriented environment where your work directly impacts both caregivers and clients.

You will be responsible for managing and coordinating caregiver schedules while delivering exceptional service to clients, caregivers, and internal team members. This role involves creating and adjusting schedules, maintaining accurate records, addressing client inquiries, and ensuring the smooth operation of daily scheduling activities.

Educational/Professional Experience and Knowledge and Abilities:

• High school diploma or equivalent; Associate degree preferred
• Minimum of 2 years of experience in scheduling and customer service, preferably in a home care or healthcare setting
• Familiarity with scheduling software and electronic health records (EHR) systems
• Experience with HHAeXchange, AccessEMR, or similar EMR systems is highly preferred
• Strong organizational and multitasking abilities
• Excellent interpersonal and communication skills
• Ability to handle multiple tasks and work under pressure
• Proficient in Microsoft Office Suite
• Ability to adapt to a dynamic and fast-paced start-up environment
• High level of integrity and confidentiality
• Bilingual (English and Spanish) a plus

Responsibilities:

• Develop and maintain daily and weekly schedules for staff, ensuring all client needs are met
• Coordinate caregivers’ assignments based on client requirements, staff availability, and skill sets
• Adjust schedules as necessary to accommodate changes in client needs or staff availability
• Serve as the primary point of contact for clients regarding scheduling and service inquiries
• Address client concerns and complaints promptly and professionally, ensuring high levels of satisfaction
• Communicate schedule changes and updates promptly to both clients and caregivers
• Maintain open and effective communication with caregivers regarding scheduling updates and issues
• Provide clients and caregivers with timely and accurate information
• Maintain accurate and up-to-date scheduling records in the agency’s scheduling software
• Document all schedule changes and ensure compliance with agency policies and procedures
• Track caregiver availability, time off requests, and other relevant information
• Address and resolve scheduling conflicts and last-minute changes efficiently
• Work collaboratively with operations and clinical leadership to ensure seamless coordination of care
• Provide support to clients and caregivers, ensuring satisfaction with scheduling and assignments
• Assist with onboarding new caregivers by providing orientation to scheduling procedures
• Respond to client inquiries and concerns in a professional and timely manner
• Ensure all schedules comply with state regulations and agency policies
• Monitor caregiver compliance with scheduled visits and report any deviations
• Participate in quality assurance activities and contribute to continuous improvement initiatives
• Send outgoing faxes to provider offices as requested
• Mail care plan documents and schedules to patients as needed
• Assist with answering incoming calls to the office
• Participate in an on-call rotation as required

Our Commitment:

We are committed to delivering exceptional care and service, ensuring that both our staff and clients experience professionalism, respect, and responsiveness in every interaction.

• Cultivating strong, lasting relationships built on trust and respect
• Creating an environment where clients feel supported and valued
• Delivering consistent, high-quality service
• Maintaining a culture of accountability, communication, and teamwork
• Supporting staff with the tools and structure needed to succeed