Scheduler

Job Description

Job Description

Job Overview

Visiting Angels South Shore is seeking a detail-oriented and proactive Scheduler who will be responsible for coordinating services between clients and caregivers, ensuring adequate staffing and maintaining continuity of care to best meet the needs of our clients. The ideal candidate will play a crucial role in ensuring the smooth operations of our office by providing administrative support, managing front desk activities, and assisting with various clerical tasks. This position requires strong organizational skills, multitasking, excellent communication abilities, and a commitment to delivering exceptional customer service.

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

• Schedule clients and caregivers; coordinate client services based on caregiver’s skills, availability and locations.
• Maintain up-to-date schedules and ensure shifts are filled promptly in case of call-offs or schedule changes.
• Communicate clearly and effectively with clients and caregivers regarding day-to-day scheduling changes.
• Respond promptly to calls, messages, and emails regarding scheduling and client needs.
• Enter and maintain client and caregiver information in the scheduling software system and monitor logs on a daily basis, making appropriate corrections to the system to facilitate accurate processing of payroll and billing.
• Generate timely reports on filled and unfilled clients’ hours, monitor overtime and unfilled hours and communicate it promptly to the direct supervisor.
• Monitor caregiver attendance and provide reports to management.
• Work closely with the HR function of the company to ensure proper and adequate staffing levels
• Participate in the company’s on-call rotation
• Provide crisis management for last-minute cancellations or emergencies.
• Document all pertinent situations and interactions with clients, families in our scheduling system or writing reports to ensure coordination and continuity of care.
• Answer the phones and respond to clients, caregivers’ inquiries and needs and the public
• Ensure 24-7 coverage for clients and respond promptly to emergencies.
• Support the intake and onboarding process for client prospects and new caregivers.
• Help manage all general office duties as needed
• Maintain positive relationships with clients and their families, prospective clients, caregivers, prospective employees and fellow team members.
• Maintain a high level of professionalism and demeanor.
• Practice good time management, problem solving, follow instructions and complete work assignments.
• Maintain HIPPA confidentiality of all information pertaining to clients, including client’s families and other employees.
• Demonstrate self-motivation, self-direction, organizational skills, flexibility and the ability to coordinate multiple tasks simultaneously.
• Work independently and proactively with minimal direction and/or supervision.
• Present a well-groomed image that reflects the professionalism of the business.
• Plan, organize, prioritize, delegate and accurately complete work activities within deadlines while managing interruptions.

QUALIFICATIONS, EXPERIENCE AND SKILLS:

• High school diploma and two years of experience in an office setting, preferably in the home care industry.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook) applications, scheduling systems and other industry-related software.
• Ability to listen and communicate clearly, fluently, diplomatically – both orally and in writing.
• Knowledge of scheduling platforms such as Wellsky, Clearcare, AxisCare (a plus)
• Ability to stay calm under pressure and make sound decisions quickly.
• Ability to learn quickly our scheduling Software
• Successfully complete a background checks and able to work in the U.S
• Must have reliable transportation.

Attributes

• Strong interpersonal skills with the ability to work well in a team
• Ability to multi-task and prioritize effectively
• Proactive, negotiator, friendly, reliable, mission driven, reliable, initiative, attention to details and emotional intelligence

Benefits:

• 401K Retirement Plan
• Earned Sick Time
• Flexible Schedules
• Training
• We offer a supportive and dynamic work environment, with opportunities for career growth

Patient care, Office/Clinic Receptionist, Customer Service Representative, Customer Care Representative, Sales and Marketing, Administrative Assistant, Event Planner, High School Teacher are encouraged to apply for this position.