Role: The Scheduler is responsible for developing and maintaining the schedules of company employees, all of whom work flexible shifts.  Scheduling caregiver work assignments, and direct client contact regarding schedules and changes of those schedules.  Scheduler will develop knowledge of individual employee’s availability and skill level in order to match them appropriately with clients.  The Scheduler’s duties are many.  Primary is your responsibility to provide a competent caregiver to a client during their requested scheduled shifts.  You may be involved with a new client intake, from the initial phone consultation and evaluation of potential clients, providing information about the agency, to scheduling appropriate caregivers to provide the requested care.  A large part of this position is to provide exceptional customer service, including direct client contact and communicating with caregivers and fellow employees.  Job also includes hiring, processing, following compliance of NJ state rules and regulations, adhering to agency policies and procedures, redirecting, disciplining, and possible termination of caregiver.  Other duties include using administrative skills necessary to manage the agency office.  Must be an excellent communicator, organized and detail oriented.

Knowledge, Skills, and Abilities Required

The appointed Scheduler for the agency must meet the following qualifications: 

1.    Ability to use and learn scheduling software

2.    Computer/Software experience with Word, Excel and other applications

3.    Thorough knowledge of the caregiver's responsibilities

4.    Thorough knowledge of licensing standards for home and community support services, rules and regulations under which we operate – NJ Health Care Service Firm (HCSF) and rules and regulations of any accreditation agency that we use for accreditation.  All other appropriate codes and regulations as required

5.    Excellent interpersonal and communication skills - oral, conversational, telephone and written communications

6.    Ability to read and understand large numbers of caregiver reports

7.    Ability to read and understand personal care plans for each of agency’s clients and the ability to convey this valuable information to the caregivers involved with the clients care to assure their appropriate discharge

8.    Ability to organize substantial amounts of information and take appropriate action

9.    Ability to assess caregivers' skills, personalities, and interests sufficiently to provide input on good client/caregiver matches

10.  Ability to provide knowledgeable input on policy decisions

11.  Ability to communicate effectively with caregivers, as well as all other office staff; Administrator, Nurse(s), Clients and/or Clients families

12.  Demonstrate professionalism and responsiveness with clients, client’s families, prospective clients, referral sources, and others who may communicate with the agency

13.  Understanding that we provide care; 24 hours a day, 7 days a week, 365 days a year and that this is not a 9 to 5 job.  We answer our phones 24 hours a day, 7 days a week, 365 days a year.  You will be responsible for some after-hour phone coverage.  

14.  Satisfactory background screening results

15.  Must be DETAIL oriented!

16.  Must be a “team player”!  Ability to work with co-scheduler and all other office staff

17.  Maintain a professional appearance during office hours and when having contact with caregivers/clients/client’s families/referral sources/at public presentation, etc.   Whenever you are representing Homewatch CareGivers!

Major Responsibilities

The Scheduler manages client and caregiver items as they relate to matching and scheduling and is responsible for:

1.    Answering office phones promptly

2.    Matching client schedules with compatible caregivers 

3.    Assuring that the schedule is current and up to date at any given time 

4.    Covering all shifts – shifts canceled by us mean that we are letting our clients down, this is not acceptable!  Every effort needs to be taken to cover open shifts. 

5.    Office and clerical activities as required and directed

6.    Input of information into computer systems

7.    Documenting detailed notes in Generations/emails/correspondence/files, etc.

8.    Adhering to the hiring practices as required by; the state of NJ, and the accreditation bureau we are accredited with, and company policies

9.    Schedule CHHA skills competency testing and orientation for hiring and for annual testing

10.  Checking employee references pre-hire and running background check upon hire and yearly as required

11.  Maintain employee files to meet the rules and regulations to remain compliant with NJ state and accreditation standards. 

12.   Filing, organization of files and other general office duties to keep the office running efficiently

13.  On-Call (after hour phones) responsibilities – you will be needed to work outside of regular office hours.  
Required to cover phones 1 or 2 weekends a month.  

14.  Assist On-Call schedulers when there is a call out or any other issue that needs immediate attention, after normal business hours and/or during the weekends when the office is closed.  You will need to be available to assist after hours and on weekends..  

15.  Assist with coverage of a shift, if possible and within the scope of client’s needs – following all rules and regulations of the state of NJ

16.  Any other duty requested to maintain the operations of the business.

Part-time to start, potential for full-time employment.