Scheduler

Job Description

Job Description

Make a Meaningful Difference Through Exceptional Coordination

Homewatch Caregivers is seeking an experienced, organized, and solutions-focused Scheduler to join our growing home care team serving the St. Cloud, Minneapolis, and St. Paul metro areas.

The Scheduler plays a critical role in ensuring clients receive reliable, compassionate, and uninterrupted care by coordinating caregiver schedules, responding to changing staffing needs, and maintaining clear communication with caregivers, clients, families, and office leadership. This role requires excellent organizational skills, sound judgement, and the ability to thrive in a fast-paced environment while balancing client needs, caregiver qualifications, availability, and continuity of care.

The Scheduler serves as the primary point of contact for scheduling-related matters and works collaboratively with caregivers, clients, families, nursing, Human Resources, and office leadership to support daily operations.

Key Responsibilities

• Build, maintain, and continuously monitor caregiver schedules across assigned service areas.

• Match caregivers with clients based on clinical needs, caregiver qualifications, availability, geographic location, continuity of care, and client preferences.

• Proactively identify scheduling gaps, staffing shortages, and coverage risks, developing coverage plans before client services are impacted.

• Respond promptly to caregiver call-offs, open shifts, emergency staffing situations, weather-related issues, and other last-minute changes while maintaining service continuity.

• Serve as the primary point of contact for all scheduling related matters, ensuring calls and requests are managed consistently, professionally, and directed through established communication processes.

• Communicate schedule assignments, updates, and changes clearly and professionally to caregivers, clients, families, and members of the leadership team.

• Maintain complete, accurate, and timely documentation within scheduling software, including caregiver availability, client schedules, shift notes, call-offs, communication attempts, client preferences, schedule modifications, and related information.

• Confirm that assigned caregivers meet applicable client-specific training, credentialing, and service requirements, prior to assignment.

• Monitor caregiver attendance, punctuality, availability, and schedule-related performance trends, escalating concerns when appropriate.

• Collaborate closely with Human Resources regarding caregiver availability, attendance trends, performance concerns, hiring needs, onboarding progress, and retention efforts.

• Coordinate with nursing leadership regarding client acuity, skilled staffing needs, clinical concerns, and caregiver competency requirements.

• Ensure every scheduling interaction—including shift offers, call-offs, voicemail messages, caregiver responses, declined shifts, and coverage attempts—is documented in the scheduling system so any team member can seamlessly continue the scheduling process without duplicating efforts or missing critical information.

• Develop and maintain dependable pool of backup caregivers and contingency staffing resources to minimize missed visits and reduce overtime.

• Assist in improving caregiver engagement and retention by fostering positive working relationships, maintaining regular communication, and promoting consistency in scheduling assignments whenever possible.

• Support the successful onboarding of newly hired caregivers by coordinating training shifts, assignments, and initial client placements.

• Participate in team meetings and provide updates regarding staffing levels, scheduling risks, open shifts, and coverage needs.

• Participate in a rotating after-hours on-call schedule, responding to urgent client and caregiver scheduling needs in accordance with company procedures.

• Maintain confidentiality of all clients, caregivers, and company information in accordance with HIPAA, employment laws, and company policies.

• Perform other scheduling and operational duties as assigned.

Qualifications Required

• Previous professional scheduling, staffing, workforce coordination, or dispatch experience.

• Strong organizational skills and exceptional attention to detail.

• Demonstrated ability to manage multiple priorities and frequent schedule changes.

• Excellent verbal and written communication skills.

• Strong judgment and problem-solving ability, including the ability to remain calm and professional during urgent situations.

• Confidence communicating with clients, families, caregivers, and leadership.

• Proficiency with computers, scheduling platforms, email, and standard office applications.

• Ability to work independently while contributing to a collaborative team.

• Dependable attendance and the ability to participate in the assigned on-call rotation.

• High school diploma or equivalent.

Preferred

• Two or more years of scheduling or staffing experience.

• Experience in home care, home health, healthcare, senior services, or another high-volume service environment.

• Experience coordinating employees who work across multiple client or service locations.

• Familiarity with electronic visit verification, caregiver scheduling, AI scheduling platforms, or workforce-management software.

• Understanding of caregiver-client matching, continuity of care, and home care terminology.

Compensation and Benefits

Homewatch Caregivers offers a comprehensive compensation and benefits package that includes:

• Competitive salaried compensation based on experience.

• Medical insurance.

• Dental insurance.

• Vision insurance.

• 401(k) retirement plan.

• Voluntary supplemental insurance options.

• Consistent Monday-Friday office schedule of 8:00 a.m.-4:00 p.m.
(with the exception of the on-call rotation)

• Meaningful work supporting clients, families, and professional caregivers.

• A collaborative, mission-driven team environment.

Benefits are subject to applicable eligibility requirements and plan terms.