Home Care Scheduler

Role Overview

This position keeps the daily care schedule running smoothly by matching caregivers to client visits, resolving coverage gaps, and serving as the scheduling hub for caregivers and clients. The coordinator works in a fast-paced environment where unplanned absences, changing client needs, and tight timelines must be handled with calm, quick decisions. Success in this role directly protects care continuity, supports caregiver retention, and helps the organization deliver reliable service.

Key Responsibilities

• Own the daily and weekly roster for assigned clients, assigning caregivers based on availability, skills, location, and client preferences.
• Fill open visits and respond to unplanned absences, cancellations, and same-day changes by locating and confirming suitable replacement caregivers.
• Maintain an active reserve list of caregivers who can step in quickly, keeping their availability and contact details current.
• Act as the main scheduling contact for caregivers and clients, confirming assignments, explaining changes, and responding to questions with warmth and clarity.
• Review schedules ahead of time for conflicts, gaps, and overbooked caregivers, adjusting as needed to keep coverage stable.
• Record attendance, shift fill rates, missed visits, and coverage issues in scheduling or workforce platforms as they happen.
• Build positive working relationships with caregivers and clients to encourage reliability, trust, and ongoing engagement.
• Prepare routine reports on scheduling performance, coverage trends, and operational efficiency, and escalate urgent risks or repeated attendance concerns to the appropriate lead.

Requirements & Qualifications

• Prior experience in scheduling, workforce coordination, healthcare staffing, home care, or a similar operations role.
• Comfort using scheduling software or workforce management tools; able to learn new platforms quickly.
• Working knowledge of Microsoft Excel, Outlook, and Teams for tracking, communicating, and reporting.
• Ability to review scheduling data, spot gaps or patterns, and act before problems affect client care.
• Strong phone and written communication skills, including the ability to stay professional and compassionate during urgent coverage situations.
• Highly organized and detail-oriented, with a habit of documenting updates and confirmations in real time.
• High school diploma or equivalent; coursework or training in healthcare administration, business operations, or a related area is helpful but not required.