Scheduling Coordinator

Job Title: Scheduling Coordinator
Schedule: Monday to Friday, 08:00 AM - 05:00 PM EST
Position: Full Time
Start Date: As soon as possible
Language Requirement: C1 level Experience: 1-2 years
Job Description:
We are seeking for a Scheduling Coordinator to support smooth daily operations for a home healthcare agency. This role manages caregiver scheduling, supports operational workflows, maintains proactive communication, and ensures quality experiences for clients, caregivers, and internal teams. The ideal candidate is highly organized, detail-focused, and can work accurately and responsively in a fast-paced environment.
Responsibilities:
• Build, manage, and adjust caregiver schedules based on client needs, caregiver availability, and certifications required
• Communicate schedule updates, changes, and confirmations proactively with caregivers and clients
• Respond urgently and with problem-solving to call-offs, emergencies, and last-minute scheduling gaps
• Maintain accurate scheduling records in eRSP and other systems
• Match caregivers to clients considering skillset, preferences, location, and care requirements
• Track caregiver attendance and punctuality, escalating issues as needed
• Ensure continuity of care and timely communication among the care team
• Provide customer service via phone, email, and messaging
• Conduct follow-up calls to ensure satisfaction and address concerns
• Serve as main contact for scheduling inquiries, updates, or issues
• Support retention by maintaining strong relationships with caregivers and clients
• Assist with timecard collection, verification, and billing preparation
• Review and reconcile weekly caregiver hours for accuracy before invoicing
• Update caregiver profiles and compliance documents (certifications, insurance, credentials)
• Create and update forms, communication materials, and documentation
• Support QuickBooks or related financial organization tasks as needed
• Provide overflow support to customer service and recruiting teams when necessary
• Assist with general office tasks to support homecare operations
Skills:
• Excellent communication and customer service orientation
• Ability to handle high-volume scheduling accurately and quickly
• Experience with scheduling platforms, preferably eRSP, CRM, or homecare software
• Proficient in Microsoft Office (Excel, Outlook, Word)
• Strong organizational and documentation skills
• Ability to work independently, prioritize tasks, and remain calm under pressure
• Strong problem-solving skills and adaptability to changing schedules
Personality Traits:
• Highly organized and detail-oriented
• Strong communicator
• Proactive and solution-driven
• Calm under pressure
• Empathetic and patient
• Reliable and responsible
• Flexible and adaptable
• Tech-savvy and quick learner
Additional Skills:
• Scheduling and calendar management
• Customer service and call handling
• Documentation and data accuracy
• Time management and multitasking
• Problem solving and critical thinking
• Verbal and written communication
• Tech proficiency (eRSP, CRM, Microsoft Office)
• Adaptability and fast learning
• Attention to detail and reliability

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