SCHEDULER for Homecare

We are looking for an experienced scheduler who understands that successful home care scheduling is more than filling shifts—it requires anticipating problems, building strong caregiver relationships, communicating with families, and taking ownership of the schedule.

Key Responsibilities 

Scheduling & Caregiver Coordination

• Build, maintain, and manage caregiver schedules in WellSky for all new and existing clients based on client care plans, needs, preferences, and caregiver qualifications.
• Match caregivers appropriately with clients based on skills, experience, availability, compatibility, location, and other case-specific requirements.
• Maintain schedules proactively, with routine schedules completed and confirmed at least three days in advance whenever possible.
• Respond quickly to caregiver call-outs, tardiness, scheduling conflicts, emergencies, and open shifts; coordinate replacement or back-up coverage to minimize disruptions in client care.
• Monitor schedules throughout the day for uncovered shifts, potential conflicts, overtime, excessive travel, or other staffing concerns.
• Work with management to schedule cases appropriately while remaining mindful of overtime, caregiver utilization, and established case profitability.

WellSky Scheduling & Documentation

• Maintain accurate, real-time scheduling information in WellSky, including caregiver assignments, schedule changes, cancellations, call-outs, replacements, and other scheduling activity.
• Ensure caregiver availability and relevant scheduling information are current in WellSky.
• Document scheduling communications, exceptions, and significant issues according to company procedures.
• Review caregiver clock-in/clock-out activity and audit shifts to identify discrepancies between scheduled and worked hours.
• Escalate unresolved timekeeping, attendance, or scheduling discrepancies to management.

Client & Caregiver Communication

• Serve as the primary point of contact for clients and families regarding caregiver schedules and scheduling changes.
• Communicate caregiver changes, delays, replacements, and other schedule updates promptly and professionally.
• Maintain positive working relationships with clients, families, and caregivers while setting clear expectations regarding schedules and availability.
• Communicate with caregivers regarding assignments, schedule expectations, client-specific requirements, and changes to their schedules.

Staffing & Workforce Planning

• Identify recurring coverage challenges, difficult-to-fill shifts, geographic gaps, and caregiver availability shortages.
• Regularly communicate specific hiring needs to management/recruiting, including needed availability, locations, schedules, skills, and qualifications.
• Assist, as assigned, with monitoring caregiver credentials and required documentation and alert management to upcoming expirations or missing documentation.

Problem Resolution & On-Call

• Use sound judgment, urgency, and problem-solving skills to resolve scheduling issues while maintaining continuity and quality of client care.
• Participate in the on-call schedule including responding to after-hours scheduling emergencies and caregiver call-outs.
• Work with management to address client or caregiver complaints, incidents, injuries, performance concerns, and other issues that affect scheduling or service delivery.

Emergency Fill-In Coverage, If Required

• While rare, emergencies happen and urgent caregiver coverage may arise, or a last-minute shift cannot reasonably be filled. Your help as a caregiver may be neededI 

Ideal Candidate / Qualifications

• Minimum 1 year of scheduling experience in a home care agency, home health agency, senior living community, healthcare facility, or similar medium to high-volume staffing environment.
• WellSky proficiency strongly preferred, including caregiver scheduling, maintaining availability, managing open shifts, documenting schedule changes, and reviewing timekeeping/clock-in activity.
• Strong problem-solving and critical-thinking skills, with the ability to make sound decisions quickly when dealing with call-outs, uncovered shifts, caregiver conflicts, and last-minute changes.
• Highly organized with the ability to manage multiple schedules, priorities, and urgent issues simultaneously.
• Strong communication and interpersonal skills with the ability to work professionally with caregivers, clients, families, and office staff.
• Proactive rather than reactive—able to anticipate coverage problems and address them before they become emergencies.
• Comfortable working independently and taking ownership of the schedule from beginning to resolution.
• Dependable and able to participate in a rotating after-hours/on-call schedule.
• Home care or senior care scheduling experience is strongly preferred.

Why Work for Senior Helpers?

• Great Place to Work® Certified—91% of our employees say Senior Helpers is a great place to work. We understand that our employees are with us to keep our business running and moving forward.
• Autonomy—We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging
• Task Variety—We provide an engaging workday that uses your various skill sets to avoid monotony

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