Scheduling Coordinator

We are currently seeking a highly organized and detail-oriented Scheduling Coordinator to join our team. The Scheduling Coordinator will play a critical role in ensuring the efficient and effective scheduling of appointments, meetings, and other activities for our front office. This position requires strong communication skills, attention to detail, and the ability to thrive in a fast-paced environment.

Key Responsibilities:

• Supervise and coordinate caregiver schedules for Trusted Hands Senior Care and Atlanta Healthcare (and its affiliates)
  • Creating and managing schedules for all non-medical and medical staff
  • Coordinate scheduling between staff and client base (including facilities)
  • Real-time documenting within profiles
  • Effective and timely communication with caregivers and clients
  • Locating and replacing caregivers at a moment’s notice
  • Update caregiver with patient information (i.e., care plan)
  • Offer proper expectations for each case or facility
  • Manage callouts and fill-in where there isn’t an available caregiver
  • Vacation voids – proactively schedule for these gaps
  • Train and transition caregivers into shifts where needed (office and onsite)
• Fill-in vacant shifts as a Caregiver where needed
  • Assist with onboarding new clients (until a caregiver is assigned)
  • Callouts, vacation voids, etc.
  • Train and transition caregivers into shifts where needed
• Possess the ability to be agile at all times
• Use critical thinking skills to work through challenging tasks (i.e., any and all tasks and schedules)
• Perform excellent customer service while assisting with answering office phones, welcoming clients and visitors that come to the office
  • Address employee and/or client questions, inquiries and concerns
  • Answer to potential client’s that call for basic or service information
  • Address general calls or inquiries (by phone or walk-ins)
• Work closely with Nursing and Management when onboarding new employees and clients
  • Work cohesively to marry employee’s schedule with client schedules
  • Collect all required credentials, onboarding documentation, forms, etc.
  • Scan, copy, fax and upload all hew hire information
  • Assist with screening, scheduling virtual or face-to-face interviews
  • Assess all staffing gaps and manage screenings accordingly
  • Orientation of new employees/contractors
  • Manage E-Verify processing and drug testing for new hires
• Customer facing conversations with client/patient
  • Handle questions, concerns, complaints, etc.
  • Escalate calls requiring management intervention, where necessary
• Collect and manage timesheets for staff (employees and contractors)
  • Keep accurate and up-to-date staff schedules and timesheet records to coordinate fill-in shifts (and for proper invoicing)
  • Manage and fill lost hours with available staff (previous unfulfilled hours)
  • Confirm all caregiver hours for active pay periods (bi-weekly task)
• Confirming staff assignments (temporary/permanent via phone/email/text to/from staff)
  • Daily and weekly tasks
  • Includes confirming weekend shifts prior to week ending (with staff and client)
• Check voicemail and email throughout the day – prompt responses
• Follow up with client to provide new staffing information or gain feedback (Customer Survey)
• Document your tasks weekly for performance reviews through Weekly Status Reports
• Manage assigned expectations, goals and objectives daily/weekly
• File management
  • Alignment of staff compliance
  • Oversee and maintain credentials (up to date)
    • Ensure files are in compliance and up to date in all areas (files and platforms)
  • Have full operation of intake platform (i.e., inputs, manage profiles, etc.)
  • Client assignment – schedules (understanding the mechanics inside/out)
  • Fluid with MS Office tools (Word, Excel and PowerPoint), etc.
• Responsible for on-call monitoring of office phone and email – every other weekend
• Participate in marketing effort, job fairs, offsite presentations, and more.

Qualifications:

• Previous experience in a fast-paced scheduling or administrative role required
• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• Ability to multitask and prioritize tasks effectively
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Detail-oriented with a high level of accuracy
• Ability to work independently with minimal supervision
• Flexible and adaptable to changing priorities and deadlines

Benefits:

• Competitive salary
• PTO accrual after 90 days
• Health benefits, 401-K, Group Life Insurance
• Paid time off accrual after 90 days
• Professional development opportunities

*Job description is not meant to serve as an exhaustive list of duties to be performed by the Scheduling Coordinator.