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Job Description

Job Summary:

The purpose of this role is to support the internal daily operations of the office, specifically:

• supervising the quality and consistency of client care provided by our Caregiver teams,
• overseeing the scheduling of all shifts with the best-fit caregivers,
• supervising all caregivers to ensure they are meeting performance expectations according to the PHC Employee Handbook,
• engaging with clients to ensure top-tier scheduling support and customer service, and
• handling other administrative and personnel matters as required.

In this role, you will be the one to supervise and lead our care oversight and scheduling efforts to ensure all client visits are staffed with the best-fit caregiver teams based on a variety of match criteria.

Your role will be to follow a defined process for ensuring all client shifts are covered with the best care team, finding replacements for all open shifts, notifying clients of scheduling changes, and documenting all activity.

To succeed at this role, you will need to develop a thorough mastery of the ClearCare/Wellsky online scheduling system.

You must be an excellent communicator, must be very organized and efficient, must be able to foster relationships with both employees and clients, must be technically competent and willing to learn our web-based scheduling system, and must thrive in time-sensitive scenarios. The goal is to ensure that our clients’ staffing requirements are always met with the most qualified caregivers and that our employees and clients are treated professionally at all times. If you find fulfillment in solving complex, time-sensitive problems within a caring and supportive team, this role might be for you!

Applicants should ideally have past experience in scheduling and a familiarity with non-medical (private duty) home care.

Responsibilities:

• Ensure all client visits are staffed with best-fit caregivers to optimize for consistency, reduce cost of care, and minimize unbilled overtime.
• Ensure all visit call-offs are restaffed to ensure no gaps in shift coverage.
• Support the interviewing, hiring, and onboarding of new caregivers. Coordinate with central recruitment team (based in St. Louis) on local hiring needs. Ensure all hiring documentation, training, background checks, orientations, and onboarding are completed prior to hire.
• Track caregiver performance and conduct annual performance reviews for all active caregivers.
• Collaborate with team on caregiver payroll to ensure correct employee compensation according to regulations and PHC policies.
• Collaborate with team on client invoicing to ensure correct billing according to regulations and PHC policies.
• Report weekly on relevant KPIs during team meetings and any internal syncs.
• Become the subject matter expert on ClearCare/Wellsky functionality.
• Serve as backup On-Call Scheduling Coordinator in scheduled rotation with office team, supporting off-hours phone calls and restaffing of shift call-offs.
• Participate in Caregiver/Client supervisory visit rotation with office team.
• Assist with maintaining accurate Caregiver and Client records in ClearCare/WellSky and paper files in office.

Qualifications:

• Outstanding skills in customer service, leadership, decision-making, verbal and written communications, and organization
• Thorough knowledge of ClearCare/WellSky, ability to staff and restaff shifts appropriately with the best-fit caregivers, ensuring all upcoming client shifts are filled with qualified caregivers, and meticulously logging all activity in ClearCare.
• High School Diploma or equivalent. Some college preferred
• Proven experience as staffing/scheduling coordinator or similar position
• Experience in private duty home care or related field a plus
• Thrive on making fast and sound decisions in time-sensitive situations
• Impeccable character, strong interpersonal skills, and resilient under stress
• Alignment with PHC Core Values and Mission
• Strong technical skills, attention to detail, and ability to quickly learn new technologies and procedures
• Ability to be firm, fair, professional, and consistent in all communications
• Reliable with respect to confidentiality
• Age 21 or older
• Ability to pass a comprehensive background and reference check

• Supportive, Tight-Knit, Professional Culture
• Health, Dental, and Vision Insurance, and Aflac supplemental life and disability insurance
• 401(k) retirement plan with generous company match after one year of employment, with immediate vesting
• Employee discount program
• Employee recognition (bonus) program
• Employee assistance program
• Unlimited Paid Time Off (PTO) policy

• Competitive salary and bonus structure based on skills and experience

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