Scheduling Coordinator

Responsible for the implementation, maintenance, and accuracy of assigned client schedules. Maintain open lines of communication between clients, caregivers, and office staff to build relationships.

POSITION RESPONSIBILITIES

Direct supervisor to contracted caregivers. Acts as liaison for caregivers and other office personnel, including payroll and administration Maintains up to date knowledge of Southern Caregivers Policies and Procedures, including but not limited to Southern Caregivers EVV system, inter office communication methods, community communication guidelines/restrictions and adheres to AR Rules and Regulations in daily scheduling activities Maintains a current client roster, ensuring accurate information is communicated throughout the care team Participate in rotating call with scheduling team. Backup for secondary scheduling phone in absence of second scheduling coordinator. Conducts caregiver visit oversite to ensure compliance with AR Code of Ethics and SC policies are upheld Adheres to Electronic Visit Verification (EVV) rules and regulations as set forth by the State of Arkansas and ensures all visits follow guidelines Updates reported changes from caregivers in electronic schedule in real time to ensure EVV system can be utilized by caregivers appropriately Controls and monitors schedule changes, communicates all requests to clients for approval prior to adjusting Monitors compliance of visits and ensures care logs are complete within one (1) week of shift completion. Brings any scheduling problems to the supervisor's attention immediately Assigns client visit ADLs and IADLs according to authorization attached to visit and care plan Answer scheduling phone at all times and address any scheduling issues or concerns in real time Address client concerns or needs regarding scheduling and related to caregivers, direct clients to appropriate staff for all other areas of calls. Navigates escalation matters and notifies appropriate office personnel Addresses late alerts within 30 minutes of start of shift, confirming with client that caregiver has arrived Maintains communication of call out are maintained with clients and all efforts are made to fill the shift with replacement caregiver, elevates any unsatisfied clients to supervisor(s) Forecast future openings and prospective clients to ensure least amount of open visit hours -notifying supervisor of marketing needs

TITLE OF POSITION

SCHEDULING

COORDINATOR ORIENTATION

SCHEDULING

COORDINATOR UPDATED

3/21/2025 Communicate with new clients within 48hrs of conversion from prospect to introduce yourself, confirm scheduling needs and update client on caregiver placement progress. Use complete documentation process on client and caregiver charts to maintain lines of communication between office and direct care staff. Review and manage PC/AC hours related to AR Choice clients. Review caregiver utilization and maintain caregiver hours within Southern Caregiver Policy guidelines. Notify Office Manager of any Caregivers who are not certified to be placed into PCA course Review caregiver utilization and maintain caregiver hours within Southern Caregiver Policy guidelines. Review all visits on your assigned clients for accuracy in preparation for payroll and billing every 2 days except on weekends. Participate in weekly office meeting. Other duties as assigned

POSITION PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

Office Hours are 8:00am - 4:00pm or 9:00am - 5:00pm with a 1-hour lunch break Required to carry an on-call cell phone with rotating weekends Position is primarily a desk position, essentially involves sitting, standing, stooping, and walking, as well as an inordinate amount of telephone communication Position requires the ability to effectively converse with clients, the public, co-workers, and caregivers through written and verbal communication in the English language via telephone and/or at a minimum of 12-point font on a regular basis Required to use personal computer, calculator, and other related office equipment Occasional need to lift to 25 lbs. of office supplies as needed

POSITION QUALIFICATIONS

High School Diploma Ability to recognize an emergency situation and take appropriate actions Ability to establish and maintain working relationships with clients, co-workers, caregivers, and the public Must be able to complete a heavy workload within established time frames Work independently and identify potentially more effective methods of work operation Must be able to effectively communicate expectations and directions to field staff

COMPANY INFORMATION

Has access to all client records which may pertain to client schedules and may be discussed with management. Will adhere to all HIPAA laws, State Regulations, and Company Policies, protecting privileged client information at all times. Will maintain confidentiality as it pertains to in-office meetings, only discussing information with appropriate management as required. About Southern Caregivers AR Come GROW with us! Are you looking for a rewarding career in the healthcare field? If so, look no further than Southern Caregivers! Since 2015 when Southern Caregivers was started, our reputation for excellent care and service to our clients and their families has resulted in an ever-increasing demand for our services. Because of this, we are always seeking new caregivers to join our team. If you are a nurturing and caring individual who loves people and wants to help them lead lives filled with dignity and respect each and every day, you would do very well with us here at Southern Caregivers. We hire new and seasoned CNA's and PCA's. We also provide

FREE PCA

training and certification if you are interested in starting your career in Personal Care.