Scheduling Coordinator in Carmel, Indiana at Hearts of Compassion Community Services

DUTIES & RESPONSIBILITIES:

The duties and responsibilities described below is not a comprehensive list for this role. Additional responsibilities may be assigned from time to time.

1. The Scheduling Coordinator will be the prime point of contact for the clients and the Direct Support Professional (DSP) and will be responsible for all aspects of scheduling the staff for the client services.
2. Sense of ownership, accountability is of prime importance thereby driving excellence in scheduling and respond to situations involving scheduling conflicts, emergencies or call ins.
3. Efficiently coordinates and schedules the daily shifts for the DSPs to optimize the availability of the staff.
4. Prepares, schedules and oversees the shift a week in advance in the Organization's CRM software and effectively communicates and coordinates with the staff.
5. Supervise and ensure that the time records are accurate in the system as per the set schedules.
6. Provides daily supervision of the DSPs to ensure the quality of services and maintenance of standards.
7. Reviews the client records, reports for the accuracy of the document ensuring compliance of the standards set.
8. Directs staff toward the appropriate use of community resources.
9. Assist the HR Dept by participating and providing feedback on the staff performance during their 90 probationary period and annually, ensures counselling, in-service training, etc. are provided for the staff.
10. Ability to identify and evaluate the client requirements and appropriateness of home care service by reviewing the initial intake screening form before assignment of direct service staff.
11. Regularly updates the applicable systems, records ensuring proper documentation.
12. Regularly verify previous day's shift/schedules for accuracy and completion.
13. Facilitates and monitors schedule changes.
14. Maintain a weekly report of the schedules, cancellations, call ins, etc.
15. Educate and enforce the HOC's policies and procedures across the DSP team.
16. Act as a liaison between the DSP, office staff and the clients.
17. Develop the Service Plan in conjunction with the Management team, after assessing the client and consulting the client and/or family member/responsible person.
18. Participates in community related functions as necessary.
19. Assists with the orientation of new hires to familiarize them with HOC policies and procedures and other job specific training.
20. Visit the client homes as and when required.
21. Review the client record periodically and address the gaps if found. Ensures that all pertinent paperwork is in the client record and is complete.
22. Reviews weekly schedule submitted for changes or updates.
23. Ensured the DSPs are provided with continuing education program i.e., in-service education and continuing training on job specific skills and responsibilities.
24. Handles the after-hours phone to address scheduling needs.
25. Performs other duties as assigned.

Experience

• Minimum 1–2 years of scheduling, staffing coordination, or administrative experience required.
• Experience in a home care, healthcare, disability services, or social services setting strongly preferred.
• Prior experience working with individuals with intellectual or developmental disabilities (IDD) a plus.
• Experience using CRM, scheduling software, or Electronic Visit Verification (EVV) systems preferred.

• Valid driver's license for State of Indiana and reliable transportation required (for client home visits).
• CPR/First Aid certification or ability to get certified at the earliest possible.

• Strong organizational and time management skills with the ability to manage multiple schedules simultaneously.
• Excellent verbal and written communication skills for effective coordination with DSPs, clients, families, and office staff.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and scheduling/CRM software.
• Ability to work independently and exercise sound judgment in high-pressure or emergency situations.
• Strong problem-solving skills with the ability to respond quickly to scheduling conflicts, call-ins, and emergencies.
• High level of attention to detail for accurate documentation, time records, and compliance reporting.
• Ability to maintain confidentiality and handle sensitive client information in accordance with HIPAA.
• Strong interpersonal skills with the ability to build positive working relationships with staff and clients.

• High sense of accountability, ownership, and professional integrity.
• Compassionate, client-centered approach to service coordination.
• Self-motivated with the ability to work with minimal supervision.
• Flexible and adaptable — able to respond to after-hours scheduling needs as required.
• Team player who can serve as an effective liaison across all levels of the organization.

• Ability to sit for extended periods while working at a computer.
• Ability to travel to client homes as needed.
• Ability to handle after-hours phone responsibilities on a rotating basis.
• Must be able to work in a fast-paced environment with shifting priorities.

• High School Diploma or GED required
• Associate's or Bachelor's degree in Healthcare Administration, Human Services, Business Administration, or a related field preferred