Scheduling Coordinator (3-Month Fixed-Term Contract) in Toronto, Ontario at C-Care Health Services

Who We AreC-Care is a healthcare staffing agency with over 20 years of experience in providing high quality care services to homes and healthcare facilities. We are providing temporary staffing assignments for our clients located within Greater Toronto Area.

We offer professional and dedicated healthcare services to private homes, hospitals, rehabilitation facilities, long-term care facilities, nursing homes, retirement residences, clinics, outpatient wellness, and company workplace settings. At C-Care, we believe that personalized care is the heart of the healthcare industry.

Roles and Responsibilities

The Scheduling Coordinator (SC) is responsible for the efficient day-to-day management of staff and client service schedules to ensure efficient operations. They are also the main point of contact for any scheduling changes any scheduling changes and ensure that any issues or disruptions related to service delivery are resolved and documented well. This position will report to the company office, and would be scheduled at least 1 day out of the weekend.

Scheduling CoordinationCreate and schedule staff according to staff availability and client preferences.Respond to new client service requests promptly by finding available staff to be assigned.Take note of any service cancellations by the client and ensure that it is properly communicated and documented.Assist staff with navigating the client location including the travel times and directions.Answer department's phone calls and emails.

Systems ManagementManage the overall scheduling system and ensure that all schedule updates and changes are reflected on the system.Send out shift requests and shift broadcasts through the system.Ensure that the rate codes entered on the system are updated and accurate.Follow up immediately with staff when receiving missed clock-in and clock-out notifications.Respond, follow up or act upon any system generated notifications received.Staff ManagementApprove or decline requests for time off (RTO) according to company policies and operational demands.Send constant reminders to staff regarding policies and procedures on accepting and declining shifts, changing of availability, and requests for time off.Remind and communicate with staff regarding missed clock ins, missed clock outs, and other missed activities.Treat all staff and clients with respect and professionalism.CommunicationFacilitate communication between staff, supervisors, clients, and clients' families.Develop and maintain good working relationship with clients and staff.Relay information to the staff and clients regarding all scheduling updates or changes.Inform the client immediately of any changes that would affect the service such as staff change.DocumentationMaintain accurate records of reschedule, cancellations, client appointments, and any other relevant information.Ensure that all updates or changes with staff and client schedules are properly documented and is being updated real-timeRecord detailed documentation of any service-related incidents as they occur such as significant events, schedule changes, availability changes, client or staff injuries, or incentive rates.Other ResponsibilitiesAssist with the training of new hires, specifically the navigation of the scheduling system.Collaborate with the Client Care Coordinator and Human Resources Coordinator to resolve any matters or issues.Answer phone inquiries and gather information from potential clients.Enforce company policies and procedures, especially those that are within the position's scope.Attend company meetings.Role Qualifications

Post-secondary diploma in a related field or equivalent work experienceGood problem-solving, prioritization, and decision-making skillsGood interpersonal, communication, computer, and time management skillsKnowledge of medical terminologies and documentation is preferredAbility to work in a high pace environment and handle stressful situationsAbility to use good judgment in assessing difficult situationsAbility to perform routine work independently1-2 years of scheduling or administrative experience is an asset

C-Care Health Services is an equal opportunity employer, and we remain committed to establishing a hiring process that is fair, equal, and inclusive. Our commitment to diversity and inclusion is integral to our values, and we strive to create a workplace that is accepting of unique perspectives and talents of every team member. Rest assured that your application will be assessed based purely on skills, qualifications, and operational needs.

If you require an accommodation to submit your application or participate in the hiring process, please contact hr @c-care.ca. We are happy to work with you and support you through the hiring process to ensure that we meet your accessibility needs.