Home Care Scheduling Coordinator

Job Summary

The Scheduling Coordinator is responsible for coordinating and maintaining caregiver schedules to ensure consistent, high-quality non-medical home care services for clients. This role serves as a primary point of contact for caregivers and clients regarding scheduling needs and works closely with agency leadership to support daily operations. The Scheduling Coordinator uses Microsoft Office, Phoenix CLTC Provider systems, and Apple products (iPhones, iMacs, and MacBooks) to manage schedules, documentation, and communication. If possible, open to being cross-trained within roles here in the office with many ways to advance.

Key Responsibilities

Scheduling & Coordination

• Create, maintain, and adjust caregiver schedules to meet client service needs
• Match caregivers to clients based on availability, skills, preferences, and continuity of care
• Respond promptly to schedule changes, call-outs, and emergency coverage needs
• Confirm shifts with caregivers and communicate schedule updates clearly and professionally
• Ensure proper coverage for all authorized client hours

Client & Caregiver Communication

• Serve as a primary contact for caregivers regarding schedules, availability, and shift updates
• Communicate with clients and families to confirm services, schedule changes, and coverage
• Maintain professional, compassionate communication at all times
• Document all scheduling communications accurately

Systems & Technology

• Use Phoenix CLTC Provider to manage client authorizations, service hours, and scheduling records
• Utilize Microsoft Office (Outlook, Excel, Word) for scheduling, tracking, reporting, and documentation
• Operate Apple devices including iPhones, iMacs, and MacBooks for daily work tasks
• Maintain accurate and up-to-date electronic records in compliance with agency policies

Compliance & Accuracy

• Ensure schedules align with authorized hours and program requirements
• Maintain confidentiality and comply with HIPAA and agency privacy policies
• Assist with audits, reports, and documentation related to scheduling and service delivery

Administrative Support

• Assist with onboarding scheduling for new clients and caregivers
• Track caregiver availability, time-off requests, and recurring schedules
• Support management with scheduling reports and operational needs

Qualifications

Required

• High school diploma or equivalent
• Previous scheduling, administrative, or home care experience preferred
• Proficiency in Microsoft Office (Excel, Outlook, Word)
• Experience or willingness to learn Phoenix CLTC Provider system
• Comfortable using Apple products (iPhone, iMac, MacBook)
• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Ability to multitask and work in a fast-paced environment

Preferred

• Experience in non-medical home care or healthcare scheduling
• Familiarity with CLTC or similar waiver programs
• Customer service experience in a care-focused environment

Skills & Competencies

• Attention to detail and accuracy
• Problem-solving and adaptability
• Compassion, professionalism, and empathy
• Ability to work independently and as part of a team
• Strong follow-through and reliability

Work Environment

• Office-based or hybrid (depending on agency needs)
• Frequent phone, email, and system use
• May require occasional after-hours availability for urgent scheduling needs

Job Types: Full-time, Part-time

Pay: $ $18.00 per hour

Expected hours: 40.0 per week

Benefits:

• Flexible schedule
• Health insurance
• On-the-job training
• Opportunities for advancement
• Referral program
• Vision insurance

Work Location: In person