Scheduling Coordinator

Job Description

Job Description

Scheduling Coordinator

Location: In Person – Clifton, New Jersey (not remote or hybrid)
Full Time

About Us

We are an established home care provider delivering Medicaid-funded, home and community-based services. Our work centers on client engagement, continuity of care, and individualized care plans. Our direct care staff work in the field, while our corporate operations team is based in Clifton, New Jersey.

Position Summary

The Scheduling Coordinator serves as the primary day-to-day operational contact for Direct Care Staff and Supervisors on scheduling, hours, and coverage across assigned Community regions. Each Scheduling Coordinator is paired with one or more Regional Directors and is responsible for, among other things, managing schedule changes once a case is handed off from Admissions & Intake, tracking pending assignments, and flagging hours and coverage concerns so Supervisors can act on them. This role gives staff one clear contact for scheduling and keeps day-to-day operations running smoothly.

We are seeking a candidate with strong customer service skills who can balance coverage management with person-centered service delivery.

Key Responsibilities

• Serve as the primary point of contact for Direct Care Staff (DCS) and Supervisors on scheduling, hours, and coverage within assigned Community regions, working in partnership with the paired Regional Director(s).

• Receive new cases from Admissions & Intake through the formal handoff and track pending assignments until the Supervisor confirms them.

• Process daily reports, cancellations, transfers, and discharge requests directly with DCS and Supervisors, notifying the paired Regional Director.

• Communicate with the Supervisor before making any change to a caseload, through a direct conversation documented afterward in Credible.

• Acknowledge caseload updates and handoffs within 1 business day and flag any concerns within 3 business days.

• Monitor scheduled versus rendered hours and flag utilization gaps or coverage concerns to Supervisors, who own caseload and utilization decisions.

• Partner with Supervisors to troubleshoot scheduling conflicts and coverage gaps.

• Assist Regional Directors with compliance follow-up, including unapproved notes and high-risk reports, by providing tracking details and status updates.

• Maintain accurate, up-to-date scheduling records in Credible, including staff status and DCS profile updates.

• Prepare and distribute daily (posted by 9:00am) and weekly reports on hours, coverage, and pending assignments to Supervisors and Regional Directors.

• Escalate unresolved scheduling issues to the Scheduling Team Lead; route people or employee concerns to the Regional Director.

• Track scheduling trends and recommend operational improvements.

• Support consistency of process across regions by following the standard handoff template and helping standardize how scheduling changes are tracked and communicated.

• Participate in regular team meetings and case reviews to support continuity of care.

• Maintain confidentiality and comply with HIPAA and all relevant privacy regulations.

Qualifications

• Experience in customer service, scheduling, staffing, or another role that involves coordinating people and schedules.

• Home care staffing, behavioral health, or Medicaid experience a plus, but not required.

• Strong organizational skills with the ability to manage multiple schedules, regions, and deadlines simultaneously.

• Excellent communication skills; comfortable resolving issues through direct conversation with DCS, Supervisors, and Regional Directors.

• Experience preparing recurring reports (daily/weekly) with a strong emphasis on data accuracy and record-keeping.

• Proficiency with Microsoft 365 Suite and scheduling software; experience with Credible or similar EHR systems a plus.

• Ability to work independently and as part of a team in a fast-paced, in-person office environment.

Key Competencies

• Strong coordination and organizational skills

• Effective verbal and written communication

• Cultural competence and trauma-informed approach

• Flexibility and adaptability in a fast-paced environment

• Commitment to recovery-oriented and person-centered care

This is primarily an operational scheduling role, working closely with DCS, Supervisors, and Regional Directors across assigned Community regions.

Travel: Minimal; infrequent travel to field regions as needed.

Reports To: Director of Community