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Client Care Coordinator

• 4.7 Brentwood, TN 37027 $47,000 - $50,000 a year - Full-time Apply with Indeed About us Visiting Angels Nashville, TN is a growing Home Care Agency in Brentwood, TN. Our mission is to provide non-medical home care services that help seniors and adults age in place with dignity and independence. Our services are designed to help clients maintain their well-being, safety, and security, while also restoring their emotional, spiritual, and physical health.

Our work environment includes:

A unique opportunity to make a difference in the lives of those we employ and support Unlimited growth opportunity A nurturing and supportive work environment. Position Summary The Scheduling Coordinator manages all daily scheduling operations, including ongoing client staffing, urgent same-day coverage, communication of scheduling updates, and documentation of all related activity. This position helps ensure that clients receive consistent care from appropriately matched caregivers while supporting caregivers in securing hours that align with their skill level and availability. This role also includes oversight of open, ongoing shifts; communication about schedule changes; caregiver support related to care plans; tracking special scheduling-related items such as PTO and requests; and coordination with internal departments regarding staffing needs. Key Responsibilities Manage all daily scheduling operations, including routine schedules, open shifts, urgent call-offs, and ongoing staffing needs. Prioritize and respond to urgent open visits and same-day staffing gaps. Communicate all schedule updates, changes, call-offs, replacements, and new caregiver assignments to both clients and caregivers in a timely manner.

Maintain an updated list of:

open ongoing client schedules client skill requirements client locations available hours current caregivers needing additional hours Work closely with the RRT Manager each day to ensure staffing needs are identified and addressed. Coordinate with the RRT Manager before caregiver orientation to develop a plan for available hours and initial placement opportunities for new caregivers. Meet with new caregivers before they leave orientation to review: expected schedule options client assignments care plans job expectations and responsibilities Ensure any caregiver assigned to a client they have never worked with before fully understands the client's care plan, duties, and expectations. Support schedule-related tracking for Angel Badges and bonuses. Monitor VA respite hours and help ensure hours are scheduled and billed correctly. Verify shifts, monitor notifications, and follow up with caregivers regarding missed clock-ins or related attendance concerns. Send anniversary and birthday notifications to Social Butterfly for both clients and caregivers. Process and track time-off requests, PTO requests, and scheduling requests. Participate in on-call responsibilities as assigned. Maintain complete and accurate documentation of all scheduling activity, communications, and follow-up. Daily Duties 1. Maintain and distribute open ongoing staffing list Update the daily open ongoing client list with skill level, location, and hours. Communicate with the team regarding assessments, start-of-care dates, and new clients expected to begin services. Share the updated list with the team each day. Discuss current staffing and hiring needs so recruiting efforts and interview messaging match actual scheduling needs. 2. Prioritize urgent open shifts Treat all urgent same-day open visits as the highest priority. Begin outreach immediately to fill urgent shifts. Coordinate with office staff when additional help is needed to make calls or contact caregivers quickly. Delegate strategically to avoid duplicate outreach to the same caregivers. 3. Send out open visits proactively Send all open visits for at least the next two weeks so caregivers can request available shifts. Work toward having no open visits remaining for the following week by each Friday, with the goal of covering the next two weeks whenever possible. Use the most appropriate communication method when offering shifts, ensuring caregivers receive enough detail to determine fit. 4. Maximize caregiver hours Review current caregiver schedules to ensure existing caregivers are staffed to their full desired capacity whenever possible. Track caregivers who want more hours, including: availability skill level preferred locations Use this information to place current caregivers into open ongoing opportunities before seeking outside coverage. 5. Fill single and ongoing visits Make ongoing calls and send texts regarding both one-time visits and ongoing open schedules. Consistently offer ongoing opportunities when speaking with caregivers in order to promote stability and consistency. 6. Match caregivers appropriately Know caregiver attributes, skills, and availability. Understand client care plans and service needs. Make thoughtful caregiver-client matches that support safety, continuity, and quality care. 7. Review care plans with newly assigned caregivers Personally review care plans and responsibilities with caregivers assigned to a new client, whether they are newly hired or existing caregivers taking on a different case. Answer questions and confirm understanding before the visit begins. 8. Communicate changes immediately Notify clients right away about call-offs, replacements, schedule changes, time changes, and new caregivers. Confirm schedule changes directly with caregivers before adding shifts to their schedule. Do not place caregivers on shifts without direct communication and confirmation, even if they request a shift through the app. 9. Coordinate end-of-day handoff Communicate with the on-call team member before the end of the day regarding any open issues, unresolved shifts, or situations needing follow-up after hours. 10. Document all actions Record all scheduling activity, communication attempts, staffing changes, client updates, caregiver follow-up, and unresolved issues thoroughly and promptly. Core Competencies Strong organization and time management Ability to prioritize urgent staffing needs Clear and professional verbal and written communication Strong problem-solving and decision-making skills Ability to work with a high sense of urgency Attention to detail and accurate documentation Ability to manage multiple moving pieces at once Knowledge of caregiver skill matching and client service needs Team collaboration and cross-department coordination Professional judgment, discretion, and accountability Working Relationships The Scheduling Coordinator works side by side with: RRT Manager Office team Caregivers Clients and family contacts Recruiting/hiring support staff On-call team members Social Butterfly or designated recognition/engagement contact Performance Expectations Success in this role includes: Urgent shifts are addressed immediately and aggressively. Open ongoing visits are tracked accurately and shared daily. Clients and caregivers are informed of schedule changes without delay. New caregivers leave orientation with a clear plan for hours whenever possible. Caregivers assigned to new clients understand the care plan before the shift. Documentation is timely, clear, and complete. Open visits are reduced proactively through forward scheduling and communication. Staffing efforts support both client continuity and caregiver retention. The purpose of the Scheduling Coordinator role is to ensure that client care schedules are consistently staffed, changes are communicated quickly and clearly, caregivers are matched appropriately, and all scheduling activity is documented and managed with urgency and accuracy. This role is essential to maintaining continuity of care, supporting caregiver engagement, and helping the branch meet both daily and long-term staffing needs.

Job Type:

Full-time Pay:

$47,000.00 - $50,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Education:

Bachelor's (Preferred)

Experience:

Customer service: 5 years (Required) scheduling: 5 years (Required) Computer skills: 5 years (Required)

Location:

Brentwood, TN 37027 (Preferred) Ability to

Commute:

Brentwood, TN 37027 (Required)

Work Location:

In person