Remote Scheduling and Administrative Coordinator

Remote Home Care Scheduler and Operations Support Coordinator (India)

Company: Helping Hearts USA LLC

Public Brand: Delora Care, A Helping Hearts Company

Position: Remote Home Care Scheduler and Operations Support Coordinator

Job Type: Full-time or part-time, based on the selected and agreed-upon schedule

Work Location: Fully remote within India

Company Headquarters: USA

Experience: Minimum of three years, with five years preferred

Education: Master’s degree in Healthcare Administration, Healthcare Management, Business Administration, Human Resources, Operations Management or a closely related field from a recognized university is required

Time Zone: The assigned schedule follows U.S. Central Time and adjusts between Central Daylight Time and Central Standard Time

Schedule Options: Weekdays, weekends or an approved mixed schedule

Availability: Holiday availability, emergency coverage and rotating on-call support may also be required

Compensation: Based on experience and discussed during the interview process. Payment currency, pay frequency, applicable overtime, leave, benefits and engagement terms will be provided before an offer is accepted.

Help Us Keep Care Connected and Make a Difference Every Day!

Welcome to Helping Hearts USA LLC, home of Delora Care. Every dependable client visit begins with a caring and organized professional working behind the scenes. When schedules are accurate, caregivers feel supported, clients receive consistent care, and families experience greater comfort and peace of mind.

We are excited to welcome a warm, dependable and highly organized scheduler to our growing team. This is a stable, long-term remote opportunity for someone who enjoys helping people, solving problems and keeping important details organized.

The right candidate will understand that scheduling is not simply filling open shifts. It is about building strong connections among clients, families, caregivers and the Operations team while helping ensure that every client receives the dependable support they deserve.

In addition to scheduling responsibilities, this position assists with approved care-plan updates, applicant screening, caregiver records, client coordination, reporting and other operational duties related to the clients, caregivers and communities we serve. Additional assignments may be provided by the Operations Manager or senior leadership based on current organizational needs.

Although this is a fully remote position, it is a structured professional role with established working hours, daily responsibilities, performance expectations and ongoing communication requirements.

This position is based in India and supports the daily operations of a U.S. home care agency. No relocation to the United States is required. Applicants must be legally authorized to work in India and able to work their complete assigned U.S. Central Time schedule from a private and professional remote workspace.

Position Overview

The Remote Home Care Scheduler and Operations Support Coordinator is responsible for creating, maintaining and monitoring caregiver schedules while ensuring assignments are appropriately staffed according to client needs.

The scheduler must respond promptly to call-offs, missed clock-ins, late arrivals, schedule changes, new client starts and urgent coverage needs.

This position also supports daily agency operations by assisting with applicant screening, approved care-plan updates, caregiver records, client coordination, reporting and other administrative responsibilities.

The ideal candidate is calm under pressure, communicates professionally, pays close attention to detail and can manage several priorities without losing accuracy, patience or compassion.

Available Remote Schedule Options

Applicants may apply for a weekday schedule, weekend schedule or mixed weekday and weekend schedule. Applicants must clearly identify their preferred schedule when applying and must be able to work the complete schedule they accept.

Option 1: Weekday Schedule

Monday through Friday from 4:30 PM to 11:00 PM U.S. Central Time

This schedule provides approximately 32.5 hours per week.

The corresponding India hours are generally

• During U.S. Central Daylight Time: 3:00 AM to 9:30 AM IST on the following calendar day
• During U.S. Central Standard Time: 4:00 AM to 10:30 AM IST on the following calendar day

Option 2: Weekend Schedule

Saturday from 8:00 AM to 8:00 PM U.S. Central Time

Sunday from 8:00 AM to 9:30 PM U.S. Central Time

This schedule provides approximately 25.5 hours per week before applicable meal and rest periods.

The corresponding India hours are generally

• Saturday during U.S. Central Daylight Time: 6:30 PM Saturday to 6:30 AM Sunday IST
• Saturday during U.S. Central Standard Time: 7:30 PM Saturday to 7:30 AM Sunday IST
• Sunday during U.S. Central Daylight Time: 6:30 PM Sunday to 8:00 AM Monday IST
• Sunday during U.S. Central Standard Time: 7:30 PM Sunday to 9:00 AM Monday IST

Option 3: Mixed Weekday and Weekend Schedule

Applicants may request a combination of weekday and weekend days. Applicants selecting this option must identify the exact days they can consistently work. The final mixed schedule will be established in writing based on the applicant’s availability and the agency’s operational needs.

Applicants seeking the complete weekday and weekend schedule may be scheduled for approximately 58 hours per week before applicable meal and rest periods.

Important Time-Zone Information

India does not change its clocks when the United States enters or leaves daylight-saving time. Therefore, the India schedule changes by one hour when U.S. Central Time changes between Central Daylight Time and Central Standard Time.

Applicants must understand that the weekday schedule occurs during early-morning hours in India and the weekend schedule includes overnight hours in India. The selected candidate must maintain reliable attendance, alertness, professionalism and responsiveness throughout all accepted working hours.

Meal periods, rest periods, overtime treatment and any premium-pay requirements will be handled according to the final employment or engagement arrangement and applicable requirements.

Because home care operates every day, scheduling and operational needs may occasionally require:

• Early-morning coverage assistance
• Evening availability
• Weekend availability
• Holiday availability
• Rotating on-call responsibilities
• Assistance during emergencies or urgent caregiver call-offs

Applicants must clearly disclose all scheduling limitations before accepting the position.

Fluent English Communication Requirement

Fluent spoken and written English is required. The selected candidate will communicate directly with U.S.-based caregivers, applicants, clients, families, community partners and management by telephone, text, email and video.

Applicants must

• Speak English clearly, confidently and professionally during live telephone and video conversations
• Be easily understood by U.S.-based callers
• Demonstrate strong listening comprehension
• Write complete, professional sentences using accurate grammar, spelling and punctuation
• Understand spoken instructions and accurately restate important information
• Communicate calmly and respectfully during urgent, sensitive or difficult situations
• Be comfortable making and receiving a high volume of U.S.-based calls
• Successfully complete live English-speaking and written communication assessments during the interview process

Detail-Oriented and Team-Focused Expectations

This position requires exceptional attention to detail. The scheduler must carefully verify caregiver names, client names, dates, addresses, telephone numbers, shift times, time-zone conversions, care levels, qualifications, schedule changes and documentation before information is entered or communicated.

The scheduler must

• Review work for accuracy before saving or sending it
• Recognize that small scheduling mistakes may affect client safety and continuity of care
• Follow written procedures and the latest approved management instructions
• Ask appropriate questions when information is incomplete, unclear or inconsistent
• Avoid guessing, assuming or making unauthorized changes
• Maintain complete and accurate written records in real time
• Provide complete handoffs to the next Operations team member

The selected candidate must also be a dependable team player who communicates openly, accepts coaching, supports shared responsibilities and works collaboratively with the Operations team.

The scheduler must promptly respond to management messages, report unresolved concerns and continue working with the team until scheduling and operational issues are resolved or properly escalated.

Primary Scheduling Responsibilities

Caregiver and Client Scheduling

The scheduler will

• Create and maintain accurate client and caregiver schedules
• Assign caregivers according to their experience, availability, location and the client’s care requirements
• Match caregivers with clients based on skills, transportation, personality, client preferences and assignment compatibility
• Schedule new client starts and temporary assignments
• Maintain recurring schedules
• Review schedules for open shifts and potential coverage gaps
• Verify that caregivers are not scheduled for overlapping assignments
• Monitor weekly hours and identify potential overtime
• Obtain approval before creating unauthorized overtime
• Update approved schedule changes in WellSky immediately
• Confirm that schedule changes are communicated to all appropriate individuals
• Maintain accurate records of caregiver availability and scheduling restrictions
• Review upcoming schedules in advance to identify possible concerns
• Support continuity of care by limiting unnecessary caregiver changes whenever possible

Shift Confirmations

The scheduler will

• Confirm caregiver assignments according to company procedures
• Monitor caregiver responses to shift confirmations
• Follow up with caregivers who do not respond
• Confirm that coverage is secure before the scheduled shift begins
• Escalate unconfirmed or at-risk shifts to the Operations team
• Maintain accurate records of confirmations and communications
• Verify that caregivers understand the client’s location, scheduled hours and required care level before accepting an assignment
• Never assume a shift is covered until the caregiver has clearly confirmed it

Call-Offs and Urgent Coverage

The scheduler must be prepared to

• Respond promptly to caregiver call-offs
• Gather the necessary information and document the call-off
• Begin searching for qualified replacement coverage immediately
• Contact available caregivers professionally and efficiently
• Confirm that replacement caregivers understand the client’s location, schedule and required care level
• Notify the Operations team when coverage is not immediately available
• Continue working through the approved caregiver list until coverage is secured or the situation is properly escalated
• Document all attempted contacts, responses and final outcomes
• Communicate coverage changes to authorized individuals
• Never leave an urgent coverage concern unaddressed or undocumented

Attendance and Electronic Visit Verification Monitoring

The scheduler will monitor

• Missed clock-ins
• Late arrivals
• Early clock-outs
• Missed clock-outs
• Caregivers clocking in outside the approved client location
• Unconfirmed shifts
• Schedule conflicts
• Potential no-call, no-show incidents
• Caregivers leaving before relief arrives
• Unapproved schedule extensions
• Potential overtime
• Incomplete or unusual electronic visit verification records

Attendance concerns must be communicated to the Operations team promptly and documented accurately.

Operations Support Responsibilities

This position includes operational responsibilities beyond scheduling. Duties will be assigned by the Operations Manager or authorized senior leadership according to current agency needs.

Care-Plan Updates and Client Records

The scheduler may assist with

• Entering approved care-plan updates into WellSky or other company systems
• Updating client schedules after approved changes
• Ensuring caregivers receive updated care instructions