Home Care Scheduling Coordinator

Remote Home Care Scheduling Coordinator

We are a growing U.S.-based home care agency in California looking for an experienced Home Care Scheduling Coordinator to join our team remotely.

For this position, we are specifically looking for someone who already understands home care scheduling, caregiver staffing, open-shift management, call-outs, client needs, caregiver availability and schedule changes.

This is not a general virtual assistant position. Prior home care, healthcare staffing, caregiver scheduling or similar scheduling experience is strongly preferred.

What You’ll Be Responsible For

• Manage and maintain caregiver and client schedules
• Fill new and open caregiver shifts quickly and accurately
• Match caregivers with clients based on location, availability, experience, skills and level of care required
• Handle caregiver call-outs and find replacement coverage
• Contact caregivers by phone, text and email regarding available shifts
• Confirm caregiver availability and shift acceptance
• Follow up on unfilled shifts until coverage is secured
• Monitor upcoming schedules and proactively identify potential coverage problems
• Communicate schedule changes with caregivers, clients and the internal team
• Maintain accurate caregiver availability and client information
• Update caregiver and client profiles in our home care scheduling system
• Coordinate scheduling for recurring, overnight and longer-hour shifts
• Assist with onboarding newly hired caregivers into the scheduling process
• Work closely with recruiting when additional caregivers are needed for difficult-to-fill shifts

Home Care Scheduling Knowledge We’re Looking For

You should understand concepts such as:

• Caregiver availability and preferred schedules
• Recurring versus one-time shifts
• Client/caregiver matching
• Personal care versus companionship needs
• Mobility and transfer assistance
• Dementia and memory care assignments
• Transportation requirements
• Caregiver call-outs and last-minute replacements
• Overtime considerations when assigning caregivers
• Geographic proximity when matching caregivers to clients
• Avoiding scheduling conflicts and double-booking
• Maintaining continuity of care whenever possible

Preferred Qualifications

• Previous home care scheduling experience is strongly preferred
• Experience working with a U.S. home care agency is highly desirable
• Experience scheduling caregivers, CNAs, HHAs or similar healthcare workers
• Experience with home care software such as AxisCare, WellSky, ClearCare, AlayaCare, HHAeXchange or similar systems is a major plus
• Strong spoken and written English
• Comfortable communicating with caregivers and clients by phone
• Strong problem-solving and decision-making skills
• Highly organized and detail-oriented
• Able to manage multiple open shifts at the same time
• Comfortable working under pressure when last-minute changes occur
• Reliable and able to work consistently during U.S. Pacific Time hours

The Person We Want

A strong scheduler does more than enter shifts into a system.

We want someone who sees that a caregiver has called out and immediately starts thinking:

Who is available? Who lives nearby? Who has worked with this client before? Who has the right skills? Will assigning this caregiver create overtime somewhere else?

You should be comfortable making those decisions and proactively solving scheduling problems.