Office Scheduler (Experience Required)

POSITION PURPOSE: The Scheduler is responsible for coordinating services between clients and caregivers, implementing schedules, ensuring adequate staffing and maintaining continuity of care to best meet the needs of the clients. The Scheduler reports directly to Director.

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned from time to time as necessitated by the business demands.

• Generate timely reports on caregiver supply and demand for direct supervisor.
• Participate in 90-day retention program.
• Perform general office duties, including but not limited to, word processing, filing, reception and telephone services.
• Schedule caregiver team for hours of service on new clients and open hours/shifts on existing cases. Provide consistency in caregiver scheduling with clients.
• Manage on-call evenings and weekends, as directed. Keep on-call materials current with client information, instructions and directions, the current roster of care and list of active direct care staff. Prepare and maintain the on-call binder, client and employee records. Manage calls in accordance with the company policies.
• Maintain regular, predictable attendance.
• Communicate and reinforce Visiting Angels’ policies and procedures.
• Communicate and refer appropriate matters to the Director for guidance.
• Maintain computer schedules and ensure timely data entry for clients and caregivers.
• Monitor telephony logs on a daily basis, making appropriate corrections to the system to facilitate accurate processing of payroll and billing.
• Perform other functions as deemed appropriate by the management team.
• Enter and maintain client and caregiver information into the database.
• Regularly update the direct supervisor about open shifts after making an exhaustive effort to staff the shifts.
• Maintain absolute confidentiality of all information pertaining to employees, clients and client’s families.
• Demonstrate dependability and reliability.
• Maintain professionalism; provide support and encouragement to the caregiver team.
• Maintain positive relationships with clients and their families, prospective clients, caregivers, prospective employees, fellow team members and referral sources.
• Contact clients and caregivers regarding day-to-day scheduling changes.

REQUIRED JOB KNOWLEDGE AND SKILLS:

• Ability to listen and communicate clearly, fluently and diplomatically – both orally and in writing.
• Ability to lawfully work in the U.S.
• Proficiency with Microsoft Office (Word, Excel) applications, scheduling systems and other healthcare industry-related software.
• Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations.
• Ability to generate goodwill for the Agency with staff, clients, their family members and referral sources. Demonstrate a strong commitment to client service excellence.
• Work independently and proactively with a minimum amount of direction and/or supervision.
• Present a well-groomed professional image representative of the business.
• High school diploma and two years of experience in an office setting, preferably in private duty homecare.
• Ability to plan, organize, prioritize, delegate and accurately complete work activities within specific deadlines while managing interruptions.

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