In Home Care Advocate & Scheduler

Job Title: In-Home Care Advocate & Scheduler

Reports To: Administrator/Office Manager

Position Summary

The In-Home Care Advocate & Scheduler is responsible for coordinating caregiver schedules, advocating for clients by ensuring their care needs are met, maintaining effective communication between clients and caregivers, and supporting daily office operations. This position plays a critical role in delivering exceptional customer service while ensuring continuity of care, regulatory compliance, and efficient staffing.

Essential Duties and ResponsibilitiesClient Advocacy

• Serve as the primary point of contact for clients and their families regarding scheduling, services, and care concerns.
• Build positive relationships with clients through regular communication and follow-up.
• Assess client needs and communicate changes to the appropriate management staff.
• Address client concerns promptly and professionally to ensure satisfaction.
• Coordinate the start of new services and ensure seamless caregiver transitions.
• Document all client interactions accurately in the agency management system.

Scheduling & Staffing

• Create and maintain caregiver schedules based on client care plans, availability, and qualifications.
• Fill open shifts while minimizing overtime and travel time.
• Respond to call-offs, emergencies, and schedule changes promptly.
• Maintain adequate staffing levels to ensure uninterrupted client care.
• Coordinate caregiver replacements for vacations, illnesses, and emergencies.
• Verify caregiver availability and maintain updated schedules.
• Monitor schedule accuracy and resolve conflicts efficiently.

Caregiver Support

• Serve as a resource for caregivers regarding schedules, client assignments, and agency expectations.
• Communicate schedule updates and changes promptly.
• Assist with matching caregivers to clients based on skills, experience, personality, and client preferences.
• Encourage caregiver retention through professional communication and support.
• Report performance concerns to supervisory staff.

Administrative Responsibilities

• Maintain accurate client and caregiver records.
• Enter scheduling information into agency software.
• Assist with intake documentation and service authorizations.
• Verify visit completion and address missed or incomplete visits.
• Support payroll and billing processes by ensuring accurate scheduling records.
• Maintain confidentiality in accordance with HIPAA and agency policies.

Compliance

• Ensure all scheduling complies with state regulations, labor laws, and agency policies.
• Verify caregivers maintain current certifications, training, and required documentation before assignment.
• Follow agency policies regarding client confidentiality and documentation.
• Assist during audits and quality assurance reviews.

Qualifications

• High school diploma or GED required; Associate degree preferred.
• Minimum of one year of scheduling, healthcare, customer service, or office administration experience.
• Experience in home care, healthcare, or human services preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to multitask in a fast-paced environment.
• Proficient with Microsoft Office and scheduling software.
• Ability to remain calm and make sound decisions during staffing emergencies.
• Knowledge of HIPAA and confidentiality requirements preferred.

Knowledge, Skills & Abilities

• Exceptional customer service and interpersonal skills.
• Strong problem-solving and conflict resolution abilities.
• Ability to prioritize multiple responsibilities.
• Professional telephone etiquette.
• Attention to detail and accuracy.
• Ability to work independently and collaboratively.
• Strong critical thinking and decision-making skills.
• Compassion, empathy, and commitment to quality client care.

Physical Requirements

• Prolonged periods of sitting and computer use.
• Frequent telephone communication.
• Occasional lifting of office supplies, moving clients up to 50 pounds.
• Ability to travel occasionally for meetings or client visits if needed.

Work Environment

• Office setting with frequent interaction with clients, caregivers, referral sources, and healthcare professionals.
• May require occasional after-hours availability for staffing emergencies.
• Fast-paced environment requiring flexibility and adaptability.

Performance Expectations

Success in this role is measured by:

• High client satisfaction and retention.
• Timely filling of open shifts.
• Minimal scheduling errors.
• Effective communication with clients and caregivers.
• Accurate and timely documentation.
• Compliance with agency policies and state regulations.
• Positive teamwork and professionalism.

This position is ideal for someone who enjoys helping others, excels at organization and multitasking, and is committed to ensuring clients receive compassionate, reliable, and high-quality in-home care.

Pay: $21.00 - $23.00 per hour

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Application Question(s):

• Are you familiar with the Oregon In Home Care Rules

Experience:

• Customer service: 2 years (Required)
• Supervisory/Manager: 2 years (Required)

Shift availability:

• Day Shift (Preferred)
• Night Shift (Preferred)

Ability to Commute:

• Brookings, OR 97415 (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person

Salary : $21 - $23