Scheduling Coordinator at Southern Caregivers AR – Forrest City, Arkansas

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
-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 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 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