Staff Coordinator

Job Description

Job Description

Position: Staff Coordinator

Department: Administration / Operations

Position Summary

Reliable Healthcare LLC is seeking a highly organized, dependable, and proactive Staff Coordinator/Scheduler to join our growing team. This position plays a vital role in ensuring the efficient coordination of caregiver assignments, maintaining appropriate staffing levels, and supporting the delivery of quality home healthcare services.

The ideal candidate will possess strong communication, problem-solving, and organizational skills, along with the ability to manage multiple priorities in a fast-paced healthcare environment. The Staff Coordinator/Scheduler will serve as a primary point of contact between caregivers, clients, families, and management to ensure continuity of care, timely staffing coverage, and effective communication.

This position requires professionalism, attention to detail, sound judgment, and a commitment to maintaining the highest standards of client service and operational efficiency.

Key Responsibilities

Staff Scheduling and Workforce Coordination

• Develop, implement, and maintain accurate caregiver schedules based on client care plans, authorized service hours, caregiver qualifications, availability, and geographic location.
• Coordinate daily staffing assignments to ensure adequate coverage for all scheduled client services.
• Respond promptly to caregiver callouts, emergencies, scheduling conflicts, and unexpected staffing shortages.
• Identify and assign qualified replacement caregivers to minimize service interruptions and maintain continuity of care.
• Monitor caregiver attendance, punctuality, and adherence to assigned schedules.
• Verify that scheduled assignments align with client needs, caregiver qualifications, and approved service authorizations.
• Maintain accurate scheduling records and communicate changes to all affected parties in a timely manner.
• Monitor staffing levels and proactively identify potential scheduling gaps.
• Assist with managing overtime by ensuring that scheduling adjustments comply with company policies and established approval procedures.

Client and Family Communication

• Serve as a primary point of contact for clients and families regarding caregiver schedules, staffing changes, and service coordination.
• Maintain consistent and professional communication with clients and their families to promote satisfaction and confidence in services.
• Address scheduling concerns promptly and work toward effective resolutions.
• Communicate significant client concerns, service interruptions, and changes in care needs to the appropriate management or clinical personnel.
• Coordinate with the clinical team to ensure caregiver assignments remain consistent with established care plans.
• Maintain confidentiality and professionalism when handling client information and sensitive matters.

Recruitment and Staffing Support

• Collaborate with management and Human Resources to identify current and anticipated staffing needs.
• Assist with caregiver recruitment, candidate sourcing, interview scheduling, and hiring coordination.
• Support onboarding activities to facilitate the timely placement of qualified caregivers.
• Maintain communication with prospective and newly hired employees regarding staffing opportunities and assignment availability.
• Identify recruitment needs based on client demand, service areas, and caregiver availability.
• Assist in developing strategies to improve caregiver retention and reduce staffing shortages.

Employee Relations and Performance Monitoring

• Establish and maintain positive working relationships with caregivers, administrative staff, and management.
• Communicate scheduling expectations, assignments, and changes clearly and professionally.
• Address caregiver scheduling concerns and escalate unresolved matters to management.
• Monitor attendance patterns, repeated call-outs, and punctuality concerns.
• Document staffing-related incidents and communicate performance concerns to the appropriate supervisor.
• Support employee evaluation processes by providing accurate information regarding attendance, reliability, and scheduling performance.
• Promote accountability, teamwork, and adherence to company policies.

Compliance and Documentation

• Ensure scheduling practices comply with applicable federal and state employment regulations, company policies, and relevant healthcare requirements.
• Verify that caregivers assigned to clients possess the necessary qualifications and meet applicable assignment requirements.
• Maintain accurate employee availability, scheduling, and assignment records.
• Coordinate with management to ensure caregiver assignments remain within authorized service hours.
• Assist with monitoring electronic visit verification (EVV) records and communicating missing or inconsistent clock-in and clock-out information to the appropriate personnel.
• Maintain confidentiality of employee and client records in accordance with applicable privacy requirements and company policies.
• Prepare staffing reports and provide management with updates regarding coverage, attendance, and operational challenges.

Required Qualifications and Skills

Education and Experience

• High school diploma or equivalent required; an associate's or bachelor’s degree in business administration, Healthcare Administration, Human Resources, or a related field is preferred.
• Previous experience in home healthcare scheduling, staffing coordination, or healthcare administration is strongly preferred.
• Experience coordinating multiple employees and managing complex schedules is preferred.
• Familiarity with caregiver recruitment, onboarding, and employee relations is beneficial.

Technical Skills

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Experience using scheduling software, electronic visit verification (EVV) systems, and human resources management platforms.
• Ability to maintain accurate electronic records and generate staffing reports.
• Strong computer skills and the ability to learn new software systems efficiently.

Professional Competencies

• Exceptional organizational and time-management skills.
• Strong verbal and written communication abilities.
• Excellent problem-solving skills and the ability to make timely, sound decisions.
• Ability to manage multiple priorities and respond effectively to unexpected staffing challenges.
• Strong interpersonal skills and the ability to establish professional relationships with clients, families, caregivers, and management.
• Demonstrated ability to handle confidential information with discretion.
• Ability to work independently while contributing to a collaborative team environment.
• Strong attention to detail, accuracy, and follow-through.
• Ability to remain professional and composed in high-pressure situations.
• Commitment to dependable service, accountability, and quality client care.

Performance Expectations

The Staff Coordinator/Scheduler will be expected to demonstrate success in the following areas:

Staffing Coverage

Maintain appropriate caregiver coverage for all authorized and scheduled client services.

Scheduling Accuracy

Ensure schedules are accurate, current, and communicated promptly.

Response Time

Address callouts, emergencies, and open shifts promptly to minimize disruptions.

Client Satisfaction

Maintain effective communication and respond professionally to scheduling concerns.

Employee Accountability

Monitor attendance, punctuality, and scheduling compliance.

Documentation

Maintain complete, accurate, and timely staffing records.

Compliance

Follow applicable regulations, care authorizations, and company policies.

Team Collaboration

Communicate effectively with management, clinical personnel, and caregivers.

Reliable Health Care assists seniors, families, and caregivers in overcoming barriers to maintaining, strengthening, and safeguarding independent functioning in the home. These services are designed to prevent or delay institutionalization and improve the individual's or caregiver's quality of life.

Our service activities, provided by trained and qualified home care aids, encompass a wide range of tasks to support the needs of our clients, including ambulation supervision, assistance with bathing, medication management, safety monitoring, meal preparation, housekeeping chores, and personal care tasks such as dressing, feeding, and toileting.

Our commitment to maintaining consistent caregiver-client relationships fosters trust and confidence in our care services. By prioritizing continuity of care, we ensure that our clients and their families feel reassured and at ease, knowing they can rely on familiar faces for consistent support.