Scheduling / Staffing Coordinator - Non Medical Home Care (Clear Care)

Since 1996, Always Best Care has helped families with non-medical in-home care and assisted living placement services. Always Best Care clients receive extraordinary care in an inspiring environment with caring people. Our Care Coordinators have worked with more than 25,000 seniors across the country. We hire employees who are inherently courteous and polite, and treat all clients with the highest level of respect and professionalism.

The Scheduling / Staffing Coordinator is responsible for development and continual monitoring of the work schedules for Caregivers to meet patient care needs, adjusts staffing according to available staff and reports changes to appropriate supervisors, assure accuracy of the time reports, verify hours worked daily, bonus hours, overtime hours and benefit days, and calculate staffing based on adjusted census daily.

Portrait of an ABC Staffing Coordinator

PRIMARY QUALIFICATIONS
Education:

• High-school diploma or equivalent is required; some college preferred.

Certifications:

• None required

Work Experience:

• 1-3 years experience in a fast-paced office environment is required; experience performing these duties for a non-medical senior care organization is preferred.

Special Skills:

• Must exhibit a high degree of time management, multi-tasking, interpersonal and effective communication skills.
• Must exhibit a high degree of professionalism and confidentiality.
• Intermediate or advanced level experience and capability with Microsoft Office products is required.
• Intermediate or advanced level experience with regard to scheduling software is required; experience with Soneto or Clear Care is preferred.

AMERICANS WITH DISABILITY SPECIFICATIONS

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands to finger motions, stoop, kneel, crouch or crawl, talk or hear, taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.

Work Environment: Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is exposed to weather and internal climate conditions prevalent at the time. The work environment is considered to be that of a normal business/office operation. The noise level in the work environment is usually moderate.

JOB FUNCTIONS

ESSENTIAL-

• Complies with all organizational, federal, state and regulatory policies, procedures and guidelines.
• Performs all scheduling procedures as defined in the “PCA Scheduling Process Flow” document.

• Schedules all Personal Care Attendants (PCA) with clients based on input from Employment Coordinator (skill and experience), Quality Assurance Coordinator (client needs/PACE), and client’s family in accordance with Start/Plan of Care (S/POC) and PACE requirements.
• Completes client’s scheduling requests in compliance with the Plan of Care and by assigning the client preferred PCA when possible.
• Notifies QAC in the event a client or his/her representative continuously changes or cancels PCA scheduled assignments.
• Reviews Client Plan of Care notes in Clear Care addressing issues or concerns entered by Staffing personnel and/or third-party staffing resource regarding events which occur when the office is closed (i.e. holiday, weather emergency), or relating to the PCAs (i.e. no-show, poor performance). Takes action promptly to address the issues and includes QAC or other personnel based on the details of the events.
• Maintains professional, timely and positive communication with PCAs, clients and client representatives.
• Expedites the handling of all incoming and outgoing calls related to scheduling.

• Transfers calls quickly and efficiently to proper office staff, takes accurate notes on calls that are to be returned or followed-up on by others and delivers the information promptly.
• When needed maintains the organization’s after-hours cell phone by ensuring it is properly charged, kept secured when not in use and answered promptly and professionally when in use.

• Performs office open/close procedures daily by ensuring all exterior doors are unlocked/locked at the designated times and that the alarm is disarmed/armed as required. Maintains secure use of the alarm code and does not allow it to be used by any unauthorized person without approval by management.

• Assists with training and support for other Staffing Coordinators or personnel performing scheduling functions.
• Assists with administrative functions inclusive of generating reports for QAC and DOO on PCA schedules for purposes of addressing tardiness, no-call/no-show, missed shifts, cancelations and other issues that negatively affect the business of the organization. Provides recommendations to other Senior Staffing Coordinator and QAC based on documented actions of the PCAs requiring attention.
• Attends meetings and training programs as required and fully prepared.
• Provides assistance and information required during times of audit including but not limited to generating reports of assignments canceled repeatedly by the client or his/her representative.
• Works together with all other Staffing Coordinators on meeting metrics and reports to DOO on all metrics and any concerns.

• Provides courteous and prompt service to all internal and external clients. Prioritizes and addresses requests and assignments in a professional manner to develop cooperative relationships and to ensure that client confidentiality is assured.
• Identifies opportunities and recommends methods to improve service, work processes and financial performance, e.g. expense management. Assists in the implementation of quality improvement initiatives.
• Demonstrate Caregiving experience
• Train caregivers on assignments and fill in as needed

MARGINAL-

• Assists co-workers in the completion of tasks and assignments to ensure continuity of service. Orients new co-workers and actively supports teamwork throughout the organization.

• Under guidance from HR, conducts reference and background checks. Report to HR on any result that may affect the hiring decision.
• Under guidance from HR, schedules and conducts pre-screening calls and interviews. Makes recommendations on the final selection hiring to HR. Complies with all recruiting procedures as defined in the “Recruiting Guide” document when assisting HR.
• Under guidance form HR, will assist in caregiver training regarding expectations from the staffing department once hired on.

• Performs other duties as required.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this job.

Interpersonal Skills- Shows genuine sensitivity to the needs, feelings and capabilities of other people. Deals with others in a pleasant manner. Treats others with respect and consideration.

Listening Skills- Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate and not interrupting at inappropriate times. Speaks in a polite and engaging manner to elicit conversations and exchange information, while working together towards a resolution if needed.

Prioritizing/Time Management- Demonstrates ability to list or order tasks and responsibilities by importance. Focuses on activities that contribute most to agreed-upon goals. Performs first things first. Plans his or her time and sticks to those plans. Prevents or manages interruptions until the highest priority tasks are accomplished.

Flexibility - Adjusts quickly and effectively to changing conditions and demands. Adapts to change as a necessary and inevitable aspect of organizational life as well as an opportunity to learn new things. Has a similar view and approach to potentially stressful situations. Invests personal energy toward accepting and adapting to change that others use toward resisting or resenting it.

Decision Making Ability- Demonstrates ability to make logical and sensible decisions based on available job knowledge/information, in a variety of situations. Considers potential consequences (including others’ views and emotions) prior to choosing a course of action; accepts and/or uses appropriate authority to make decisions, proceeds with confidence once decisions are made.

Communication - Communicates effectively and appropriately. Uses good judgment as to what to communicate to whom as well as the best way to get that accomplished. Speaks in a clear and credible manner, selecting the right tone for the situation and audience. Listens to others and allows them to make their point.

Relationship Building / Networking -Builds rapport and develops alliances with a broad range of people. Adjusts communication style to meet the needs of individuals at various organizational levels and to meet the needs of clients. Forms alliances by demonstrating concern and respect for others, as well as by highlighting common interests and aspirations. Leave others feeling that he/she will be a trusted ally and is careful to act in ways that reinforce that trust over time.

NOTE: This job description is a summary of the primary duties and responsibilities of the position. It is not intended to be a comprehensive listing of all duties and responsibilities. The organization reserves the right to change this description at its discretion.

Knowledge and Skills Requirements

• Excellent computer skills
• Exceptional interpersonal skills.
• Candidates must be authorized to work in the United States.