HealthCare Scheduler

Schedule: Full-Time | Monday–Friday | 12:00 p.m.–10:00 p.m.

About the Role

We are seeking a highly organized, proactive Scheduler / Administrative Coordinator to support the day-to-day operations of a growing non-medical Home Care agency. This role is responsible for caregiver scheduling and coverage, handling call-outs, recruitment and onboarding support, compliance tracking, and coordination with third-party payors.

The ideal candidate is hands-on, autonomous, compassionate, and solution-oriented, with excellent communication skills to collaborate effectively with caregivers, clients, and leadership. Experience with CanTime, or similar platforms such as WellSky or AxisCare, is preferred.

Key Responsibilities

Caregiver Scheduling & Coordination

• Build and maintain weekly caregiver schedules; ensure full coverage of authorized client hours.
• Match caregivers to cases based on skills, availability, location, and client needs.
• Manage call-outs, last-minute changes, and communicate updates clearly.
• Keep schedules accurate and up to date in agency scheduling software (CanTime preferred).
• Coordinate staffing capacity and projections with agency leadership.

Recruitment & Onboarding Support

• Screen job applications and conduct initial phone screens.
• Schedule interviews and onboarding appointments.
• Initiate and monitor background checks and track required documentation (licenses, certifications).
• Maintain compliance records and follow up on expiring credentials.
• Collaborate with internal teams (including Solvo) on candidate submittals, videos, and offer processes.

Third-Party & Payor Follow-Up

• Follow up with referral sources and payors to confirm receipt of referrals and claims.
• Track pending authorizations and required documentation; escalate delays promptly.
• Enter encounters and care notes into payer portals accurately and on time.

Administrative Support

• Answer inbound calls and route them appropriately.
• Maintain organized digital files and documentation.
• Perform data entry, generate reports, and support office operations as needed.
• Follow up with caregivers and clients to close communication loops and maintain service quality.

Skills & Qualifications

• 2+ years of experience in scheduling, administrative coordination, or healthcare/home care operations (strongly preferred).
• Proficiency with scheduling/CRM platforms, especially CanTime (WellSky/AxisCare experience is transferrable).
• Strong organizational skills; able to multitask and prioritize in a fast-paced environment.
• Excellent written and verbal communication; comfortable interacting with caregivers, clients, and external partners.
• Experience with compliance tasks (documentation tracking, background checks, credential management).
• Language: Fluency in English required; Spanish preferred; French is a plus.
• Ability to work during Pacific Time business hours.