Scheduling Coordinator in Magnolia, Arkansas at Southern Caregivers AR

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.