Caregiver Scheduling Coordinator

Overview

Our client brings facility-level care into the home,  supporting patients, families, and caregivers with compassion and respect, and making every day more meaningful.

They are currently seeking a detail-oriented and reliable Caregiver Scheduling Coordinator to manage caregiver scheduling and ensure seamless alignment between client needs and caregiver availability. This role is critical in maintaining continuity of care, minimizing scheduling disruptions, and supporting long-term client and caregiver satisfaction.

Scheduler Responsibilities

Scheduling and Coordination

• Collect and maintain accurate caregiver availability.
• Create schedules that align caregiver availability with client needs.
• Track and report team adherence to availability commitments.
• Respond to last-minute scheduling changes such as sick calls or new client intakes.
• Ensure continuity of care by reassigning shifts promptly when disruptions occur.
• Fill all client visits with minimal disruption to existing schedules.
• Pair caregivers with clients based on skills, preferences, and compatibility.
• Consider language, cultural, and personal care needs in caregiver assignments.
• Strive for consistency by minimizing caregiver rotation for each client.
• Support continuity of care to ensure long-term client satisfaction.

Communication and Collaboration

• Act as the main point of contact for caregivers regarding scheduling issues.
• Present possible solutions to Care Managers so they can make decisions on team changes.
• Share all client-related issues or schedule changes with the Care Manager, who will handle client communication.
• Provide timely updates to caregivers about schedule changes or expectations.

Compliance and Documentation

• Ensure schedules comply with regulatory, contractual, and company policy requirements.
• Maintain accurate records of schedules, changes, and communications.
• Maintain excellent data hygiene in HubSpot by logging client schedules and caregiver availability.

Planning and Problem Solving

• Monitor client demand and staff availability to identify staffing gaps.
• Coordinate with recruitment to meet current and future scheduling needs.
• Anticipate conflicts and develop contingency plans to minimize disruption.
• Manage high-demand periods such as holidays with minimal disruption.
• Balance caregiver workloads and identify risks of over-scheduling or burnout.

Technology and Reporting

• Be comfortable with scheduling and productivity tools such as Sling, Google Sheets, HubSpot, and Kanban boards.
• Generate reports on utilization, overtime, and scheduling efficiency.

Qualifications

Required:

• Proven experience in scheduling, coordination, or workforce management (healthcare, caregiving, staffing agency, or related field preferred).
• Strong organizational and time management skills with the ability to handle multiple priorities.
• Excellent communication skills (written and verbal), with the ability to provide clear, empathetic, and timely updates.
• High attention to detail and accuracy in scheduling and record-keeping.
• Proficiency in scheduling software, spreadsheets, and CRM tools (e.g., HubSpot, Sling, Google Sheets).
• Demonstrated ability to remain calm and problem-solve under pressure.

Preferred:

• Experience in home care, healthcare, or service-based industries.
• Familiarity with compliance requirements in scheduling and caregiver-client matching.
• Knowledge of workforce planning strategies (forecasting, workload balancing, contingency planning).
• Strong interpersonal skills and ability to collaborate with both caregivers and managers.

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.

• Payment: All payments for your services will be handled directly by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will go directly to you.
• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client's business needs and any specific policies or preferences they may have in this regard.

Salary: $900-1,100 per month

Schedule: 2:00 PM - 10:00 pm or 6:00 AM -2:00 PM MST

Role type: Full-time