Scheduling Coordinator

The Service Coordinator plays a critical role in ensuring clients receive consistent, dependable, and high-quality care through effective scheduling and coordination. This position is responsible for building and maintaining accurate schedules for clients and Care Pros, proactively managing changes, and resolving conflicts in real time.

This role requires strong organizational skills, urgency, attention to detail, and the ability to make sound decisions in a fast-paced environment. The Service Coordinator collaborates closely with clients, Care Pros, and internal team members to ensure care continuity and service excellence.

Key Responsibilities:

• Scheduling & Care Continuity:
  • Build, maintain, and proactively manage complete client schedules, ensuring dependable coverage at all times.
  • Maintain client schedules a minimum of two weeks in advance to reduce disruption and improve stability.
  • Monitor daily schedules in real time and respond immediately to call-offs, late arrivals, emergencies, and last-minute changes.
  • Take ownership of solving coverage gaps quickly and effectively, utilizing available Care Pros and contingency plans.
  • Anticipate potential scheduling conflicts before they impact clients and implement preventive solutions.
  • Ensure 100% fulfillment of all scheduled service hours while maintaining schedule integrity.
• CarePro Coordination:
  • Maintain accurate and up-to-date CarePro availability and preference records.
  • Strategically match Care Pros to clients based on skills, personality, availability, and continuity of care.
  • Maximize utilization of available CarePro hours while minimizing unscheduled overtime.
  • Communicate schedule expectations clearly and professionally to Care Pros.
  • Address attendance concerns or reliability patterns in partnership with leadership as needed.
  • Collaborate with recruiting to communicate scheduling needs and hiring priorities.
• Client Communication & Service Support:
  • Serve as a professional and dependable point of contact for scheduling-related client inquiries.
  • Follow up promptly with clients regarding changes, concerns, or service adjustments.
  • Identify opportunities to increase service hours when client needs evolve or additional support is beneficial.
  • Ensure scheduling practices support long-term client satisfaction and retention.
  • Support new client onboarding by coordinating initial schedules and introductions.
• Documentation & Collaboration:
  • Maintain accurate, detailed documentation in scheduling software regarding all schedule changes and communications.
  • Ensure all scheduling activities align with company policies, labor considerations, and Home Instead® standards.
  • Communicate proactively with internal team members to prevent breakdowns in care delivery.
  • Participate in scheduling-related contingency planning and process improvement initiatives.
  • Maintain confidentiality and professionalism in all communications.
  • Participate in after hours on-call rotation as needed.
  • Other duties as assigned.

Manage TOR, Availability & Schedule Changes

Daily

Qualifications & Experience:

• High school diploma or equivalent required.
• Minimum of one year of scheduling, staffing, healthcare, or related experience preferred.
• Experience working in a fast-paced or high-volume environment preferred.
• Experience with scheduling software or database systems preferred.
• Valid driver's license required.
• Strong organizational skills and exceptional attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize and adapt quickly in a dynamic environment.
• Strong problem-solving and decision-making skills under pressure.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling software.

Physical Requirements & Working Conditions:

• Ability to work in a standard office environment with prolonged computer use and phone use.
• Ability to sit for extended periods while managing schedules and taking calls.
• Ability to stand and walk as needed throughout the workday.
• Ability to operate a motor vehicle and maintain a valid driver's license.
• Ability to lift and carry up to 25 lbs.
• Must be available for rotating on-call responsibilities including evenings, weekends, and holidays.

Preferred Qualifications

• Prior experience in home care, healthcare coordination, staffing, or workforce scheduling.
• Experience working in a fast-paced, high-volume environment where rapid decision-making is required.
• Familiarity with scheduling or workforce management software.
• Experience managing rotating schedules, call-offs, and last-minute changes.
• Experience in a customer-facing role requiring conflict resolution and professional communication.
• Understanding of caregiver-client matching best practices.
• Knowledge of labor compliance considerations related to scheduling and overtime management.

Compensation & Benefits:

• Competitive salary
• Medical/Dental/Vision Insurance
• PTO & Paid Holidays
• 401K Match after 30 days
• Company Car

Salary: $42K-$45K with bonus incentive.


Position Information
Title:Scheduling CoordinatorID:8482
Please note that this is the job board for the franchise office located at 2810 41st Ave, Moline IL 61265 . Each Home Instead franchise is independently owned and operated. To find a franchise near you, please visit the Careers page.

For job related questions please call the franchise office at View phone number on click.appcast.io.