Scheduling Specialist

Pay Range: $20-$22/hour

• This role requires frequent communication with caregivers and clients, creating and maintaining accurate electronic schedules, coordinating staffing coverage, and ensuring caregivers submit complete and timely service documentation. The Scheduling Specialist must effectively manage multiple priorities, respond quickly to scheduling changes, and provide exceptional customer service while supporting the agency's commitment to quality care.

Schedule Coordination

• Coordinates client and caregiver schedules by understanding care plans, service frequency, and volume of services, and filling open shifts with appropriate caregivers.
• Creates and modifies schedules in scheduling software in a timely manner, ensuring all schedules are accurate and up to date.
• Communicates weekly with clients and caregivers regarding service satisfaction, scheduling needs, and service delivery.
• Identifies and follows through on opportunities to provide services to new clients using positive and professional customer service techniques.
• Participates in staff meetings with the Supervisor and other office staff.
• Performs light clerical and administrative office duties as needed.
• Performs other related duties as assigned.

Compliance

Required Skills/Abilities:

• Strong time management and prioritization skills with the ability to manage scheduling needs and meet deadlines in a fast-paced environment.
• Excellent attention to detail, ensuring accuracy in schedules, client–caregiver matching, and documentation.
• Strong organizational skills with the ability to manage multiple schedules, cases, and communications efficiently.
• Strong problem-solving and critical thinking skills with the ability to quickly resolve scheduling conflicts, cancellations, and last-minute changes.
• Excellent verbal communication skills, primarily conducted by telephone.
• Strong active listening skills with the ability to understand client needs and caregiver availability to make appropriate matches.
• Customer service orientation with a positive, solution-focused approach to client and caregiver interactions.
• Strong persuasion and negotiation skills, including the ability to encourage caregivers to accept shifts (including short-notice or less desirable hours) while maintaining positive relationships.
• Proficiency with Microsoft Office Suite, particularly Excel, and the ability to navigate HHAeXchange or similar scheduling software systems.

Security Responsibilities

• All employees must follow Help at Home cybersecurity and privacy policies, protect sensitive data, complete required training, and report suspected incidents. They must also follow acceptable use and access requirements and use only authorized systems.

Education and Experience: