Scheduling Coordinator

Job Title: Scheduling Coordinator

Reports To: Client Care Manager

FLSA Status: Hourly

Department: Client Services

Summary: The Scheduling Coordinator is a pivotal team member entrusted with the vital responsibility of orchestrating seamless schedules for our dedicated team of healthcare professionals. This multifaceted role demands a keen eye for detail, exceptional organizational skills, and adept communication skills to ensure the efficient and effective delivery of care services.

Essential Duties and Responsibilities: To perform this job successfully, an individual will possess the skills, aptitudes, and abilities to perform each function proficiently. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Maintain Serengeti Care Partner's Mission, Vision, and Values by establishing and maintaining trusting partnerships with stakeholders, providing enhanced support services, and embracing the organization's guiding principles.

• Support the site Client Care Manager with hiring and onboarding functions, including but not limited to creating caregiver profiles, obtaining required documents and licenses, training, facilitating peer interactions by actively engaging in conversations to confirm appointments, address concerns, accommodate unique scheduling preferences, and facilitate scheduling changes when applicable.

• Collaborate closely with caregivers to ascertain their availability, preferences, and specific skills, ensuring appropriate client assignment with care plan needs.

• Coordinate caregiver schedules to align with client care plans, ensuring a seamless integration of services and adherence to organizational objectives; ensuring continuous evaluation and fine-tuning of schedules to enhance efficiency and responsiveness to evolving client needs.

• Utilize the organization?s automated scheduling system to optimize staff allocation based on client need, staff availability, and skillset requirements; continuously analyze and adjust schedules to balance workloads and ensure timely and efficient service delivery.

• Effectively communicate with caregivers by providing clear and concise instructions regarding client care expectations and special needs or protocols.

• File and organize scheduling-related documentation systematically for ease of access and reporting purposes, including client scheduling activities, changes, and special requests, upholding meticulous standards of excellence.

• Generate scheduling reports regularly to identify actionable opportunities, demonstrating an innate ability to navigate scheduling conflicts, overtime, or challenges with grace and efficacy, ensuring an uninterrupted continuum of care.

• Establish an effective feedback loop with the Client Care Manager to relay any suggestions for process improvement or enhanced coordination,

• Serve as a backup to Client Care Coordinators and Caregivers to provide immediate assistance in emergencies or absences. This includes doing new client intakes, assessments, and care planning.

• Support with site administrative tasks.

• Support the Payroll team by processing missed punches when received in writing by a caregiver.

• Participates in Serengeti Care educational programs, including but not limited to leadership meetings, annual in-service programs, workshops, and continuing education programs.

• Performs other duties as assigned.

Competencies:

• Organizational Mastery:?Demonstrates exceptional organizational skills, attention to detail, and problem-solving with an aptitude for meticulous planning and multitasking in a fast-paced environment.

• Effective Communication: Proficiently engages with individuals from diverse cultural and socio-economic backgrounds, demonstrating active listening, clear articulation, and skilled utilization of non-verbal cues. Resolves conflicts with empathy and maintains emotional composure in challenging situations, ensuring effective communication.

• Adaptability: Demonstrates the ability to swiftly adjust priorities in response to organizational needs and unexpected changes while maintaining high-quality care standards.

• Prioritization and Time Management: Demonstrates exceptional time management skills by prioritizing tasks, allocating resources, and ensuring duties and deadlines are completed on time without compromising quality or accuracy.

Qualifications: The requirements below represent the language, math, reasoning, and technical abilities required for the position.

• Language: Intermediate ability to effectively communicate with others; read, write, comprehend, and interpret documents, correspondences, and memos.

• Math: Intermediate math reasoning skills with the ability to add, subtract, multiply, and divide into all units of measure, calculate figures, and count money.

• Reasoning: High Skill ability to reason with logic, solve practical problems, and manage a variety of concrete variables in situations where only limited standardization exists. Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.

• Technical Aptitude: High Skill ability to train in various systems and office equipment. Proficient in Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, OneNote, OneDrive, SharePoint).

Working Environment and Physical Requirements: The work environment characteristics described represent those an employee may encounter while performing the essential functions of this job. Work is performed in a fast-paced office environment, with exposure to fluctuating temperatures, moderate noise levels, cleaning chemicals, airborne particles, and occasional outside fluctuating weather conditions.

• Ability to see color and have clear vision at 20 inches or less.

• Ability to regularly sit, utilize hands and fingers, reach (with arms), talk, hear, stand, lift, push, pull, perform repetitive tasks, work around moderate noise levels safely, and conscientiously carry at least 50 pounds without assistance, adhering to safety and lifting protocols.

• Ability to occasionally smell.

Education/Experience:

• High school diploma or equivalent required; Associate degree in office administration or related field preferred.

• One of the following Certificates is required: Home Care Aide (HCA), or Certified Nursing Assistant (CNA),

• At least two years of Scheduling experience is required.

Schedule:

• Hours may fluctuate depending on organizational needs. Corporate office hours are Monday-Friday. Occasional overtime (OT) may be required.

Employee acknowledgment

Serengeti Care Partners is an Equal Opportunity Employer (EEO) and complies with ADA regulations.

This job description reflects the assignment of essential functions; it does not prescribe or restrict the potential tasks assigned and does not state or imply that these are the only duties performed. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by an authorized individual to give instructions or assignments.

This Job description does not create an employment contract, implied or otherwise, other than an "at will" relationship.