Scheduling Coordinator

Scheduling Coordinator

Position Title: Scheduling Coordinator (Daytime Operations)

Employment Type: Full-Time Remote Contractor (40 hours/week)

Working Hours: Monday – Friday | 8:00 AM – 5:00 PM Mountain Standard Time (MST / Arizona)

Primary Target Locations: Remote (South Africa or Latin America [LATAM])

Position Overview

We are seeking an empathetic, organized, and proactive Scheduling Coordinator to manage the day-to-day rostering, dispatch, and matching of our field Care Professionals with senior clients.

Working Monday through Friday from 8:00 AM to 5:00 PM MST, you will act as the operational bridge between our clients and caregivers. This is a fast-paced coordination and communication role: you will build balanced schedules, handle same-day call-outs with speed and composure, match caregivers based on specialized care plans and geographic proximity, and communicate changes clearly to family members.

We are looking for a reliable team player with fluent, neutral English, exceptional attention to detail, and a genuine passion for high-touch healthcare coordination.

Key Responsibilities

1. Schedule Coordination & Care Matching (~60%)

• Active Roster Management: Build, coordinate, and maintain weekly and monthly schedules for a large roster of field Care Professionals using ClearCare (WellSky).
• Strategic Client-Caregiver Matching: Match clients with compatible caregivers based on care plan requirements, specialized needs (e.g., dementia/Alzheimer's, mobility assistance), availability, personality fit, and geographic routing.
• Rapid Call-Out Resolution: Respond decisively to same-day shift cancellations or caregiver emergencies, immediately identifying and dispatching qualified replacements to ensure uninterrupted client care.
• Proactive Client & Family Communication: Contact clients and family members promptly regarding caregiver updates, schedule adjustments, or arrival confirmations with warmth, reassurance, and professionalism.

2. Operational Coordination & Team Collaboration (~25%)

• Integration with Daytime Team: Collaborate closely with our four existing daytime Scheduling Coordinators, sharing coverage, rebalancing regional territories, and cross-covering peak call times.
• After-Hours Team Collaboration: Review morning handover notes logged by the on-call after-hours team at 8:00 AM MST, resolve open items, and provide a clear end-of-day handoff before 5:00 PM MST.
• Care Professional Support: Serve as a supportive, accessible operational contact for caregivers regarding their shift schedules, client directions, and schedule availability.

3. Data Integrity & Compliance (~15%)

• Real-Time CRM Documentation: Maintain 100% accurate, real-time records in ClearCare (WellSky) for every schedule change, call log, client note, and caregiver conversation.
• Hours & Shift Tracking: Monitor clock-ins, missed check-ins, and schedule adherence to minimize overtime and prevent unassigned visits.

Qualifications & Requirements

Required

• Coordination Experience: 2–3+ years of experience in scheduling, dispatching, healthcare coordination, or customer support (experience in home care, home health, assisted living, or medical dispatch strongly preferred).
• Software Fluency: Hands-on experience or quick adaptability with ClearCare (WellSky) or similar home care / dispatch software. Proficiency with Microsoft Office / Google Workspace.
• English Proficiency: Flawless verbal and written English with a neutral, clear accent and active listening skills. High emotional intelligence and patience when speaking with seniors and families.
• Schedule Alignment: Dedicated full-time availability strictly matching Monday – Friday, 8:00 AM – 5:00 PM Mountain Standard Time (MST).
• Problem-Solving Speed: Ability to stay composed, multi-task, and think on your feet when coordinating multiple moving schedules simultaneously.

Hiring & Verification Requirements

• References: Must be able to provide three (3) professional supervisory references who can speak directly to your scheduling reliability, communication, and work ethic.
• Background Check: Successful completion of a comprehensive background check and identity verification.

Hardware & Remote Workspace Requirements

• Dedicated, quiet home office free from background noise and distractions.
• Modern, high-performance laptop or desktop computer (Core i5 / AMD Ryzen 5 or higher, 16GB RAM preferred).
• High-speed, stable fiber internet connection with a documented backup connectivity/power plan (UPS/inverter or secondary connection).
• Professional USB noise-canceling headset.