In-Home Caregiver Scheduler

Job Posting: Join Our Compassionate Scheduling Team – Make a Difference in Seniors' Lives!

Feel appreciated for what you do. Experience a unique, rewarding career. Take pride in your work. Make a difference in our seniors’ lives.

Job Summary:

The In-Home Caregiving Scheduler is responsible for organizing and managing caregiver assignments to ensure clients receive timely, consistent, and quality care in their homes. This role acts as a vital link between clients, families, and caregivers, requiring strong attention to detail, empathy, and the ability to respond quickly to changing needs.

Key Responsibilities:

• Schedule and coordinate in-home care visits based on client needs, caregiver availability, and geographic proximity.
• Monitor and adjust daily schedules to accommodate last-minute changes, call-offs, or emergencies. The ability to prioritize tasks. 
• Organize, document and maintain up-to-date client and caregiver records in scheduling software.
• Match caregivers with clients based on skill set, preferences, certifications, and personality compatibility.
• Communicate schedules, changes, and care instructions clearly and promptly to caregivers and clients.
• Provide exceptional customer service to clients and families, addressing concerns or special requests in a professional manner.
• Collaborate with the recruitment and HR teams to ensure adequate staffing levels.

Qualifications:

• High school diploma or GED required, Associate’s or Bachelor's degree in healthcare administration or a related field preferred.
• 1+ year of experience in scheduling or home care coordination in a healthcare setting.
• Proficient in scheduling software (e.g., ClearCare (Wellsky)) and Microsoft Office Suite.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication abilities.
• Ability to remain calm and professional in high-pressure or time-sensitive situations.
• Understanding of caregiver roles, non-medical care services, and client confidentiality (HIPAA knowledge Required).
• Salary is dependent on Experience.
• Participate in on-call rotation for after-hours scheduling support.

Working Conditions:

• Office-based environment with computer and phone use.
• Position will involve on-call shifts during evenings/nights/weekends.
• Fast-paced and client-focused, requiring flexibility and responsiveness.

 

We Are:

• Great Place to Work® Certified
• A Certified Age-Friendly Employer
• A Military Spouse Employment Partner

A Day in the Life of a Scheduler:

7:30 AM – Morning Check-Ins - Receive report from previous scheduler. 

Log in and review the day’s schedule of caregiver assignments.

Handle overnight call-outs or last-minute changes (e.g., a caregiver is sick).

Call or text alternate caregivers to fill open shifts.

Ensure critical care clients (e.g., those needing medication or mobility help) are covered first.

 

8:30 AM – Communication with Clients and Caregivers

Return voicemails and emails from clients or their family members.

Confirm any new client onboarding (matching a caregiver, ensuring paperwork is done).

Check in with caregivers en route to clients—confirm arrival times or resolve any navigation issues.

 

10:00 AM – Scheduling and Coordination

Use scheduling software (e.g., ClearCare) to adjust and maintain weekly/monthly calendars.

Balance caregiver availability with client needs—based on skill sets, personalities, locations, and preferences.

Handle time-off requests from caregivers and anticipate coverage gaps.

 

12:00 PM – Lunch (On-Call)

Eat lunch while remaining available for urgent calls.

Often interrupted by real-time shift updates or family questions.

 

1:00 PM – Staffing for New Clients

Intake new client info from sales or care team.

Assign a caregiver based on client condition, language, mobility needs, and schedule.

Contact caregiver to confirm the match, then call the client or family to introduce them.

 

3:00 PM – Afternoon Adjustments

Handle late-day call-outs or early clock-outs.

Coordinate with the nursing supervisor if clinical help is needed.

Make courtesy calls to check on recent matches or new caregiver placements.

 

5:00 PM – Wrap-Up and Reporting

Update management with daily shift coverage and any issues.

Confirm next day’s schedule is fully staffed.

On some days, transition to on-call duty (rotation basis).

Apply now and be part of a team that makes a difference!

 

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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