The role of a Scheduling Coordinator at BruntWork
This role is critical to ensuring operational efficiency, caregiver satisfaction, and high-quality client care. The Scheduling Coordinator directly impacts service delivery, client retention, and overall agency performance.
Summary
The Scheduling Coordinator is responsible for managing daily caregiver scheduling operations to ensure all client care needs are met efficiently and consistently. This role requires strong organizational skills, attention to detail, and the ability to coordinate multiple priorities in a fast-paced environment.
The Scheduling Coordinator serves as a key liaison between clients, caregivers, and the administrative team while maintaining accurate records, supporting caregiver engagement, and ensuring high-quality service delivery.
Schedule:
-
- Monday to Friday: 7:00 AM – 4:00 PM
- 1-hour unpaid lunch break
- Status: Full-Time (40 hours/week)
Key Responsibilities
Scheduling & Staffing
- Schedule client shifts by matching caregivers based on skills, experience, and availability to meet client care needs
- Communicate all new assignments, updates, and schedule changes to caregivers and clients promptly
- Maintain accurate and up-to-date schedules in the agency’s CRM system (WellSky/ClearCare)
- Monitor open shifts and ensure timely coverage to prevent service gaps
- Track caregiver hours and proactively identify potential overtime; notify Agency Administrators for approval
Monitoring & Compliance
- Monitor missed or late clock-ins and immediately contact caregivers to confirm arrival at the client’s location
- Review completed shift logs and verify discrepancies against scheduled hours
- Report payroll and billing concerns to Agency Administrators in a timely manner
- Ensure all client and caregiver records are current, accurate, and compliant with agency policies
Caregiver Coordination & Engagement
- Serve as the primary liaison for caregivers, promoting engagement and retention
- Regularly communicate with caregivers to confirm:
- Availability
- Desired hours
- Contact information accuracy
- Job satisfaction (with emphasis during first 90 days)
- Conduct ongoing “Stay Interviews” to improve retention and satisfaction
- Foster a culture where caregivers feel supported, recognized, and appreciated
Client Communication & Care Coordination
- Provide virtual introductions for first shifts between caregiver and client
- Review care plans and set clear expectations for service delivery
- Maintain regular communication with clients and/or their representatives to ensure satisfaction
- Address concerns and follow up on service quality
Issue Resolution & Quality Assurance
- Investigate and document issues related to client care or caregiver performance
- Escalate concerns promptly to Agency Administrators
- Document all scheduling activities, communications, and incidents in the CRM system
- Ensure continuity of care and quick resolution of service disruptions
Administrative & Reporting Duties
- Maintain accurate caregiver profiles, including availability and contact details
- Document all relevant events and communications in CRM systems
- Assist with KPI tracking, reporting, and operational metrics
- Support general administrative, HR coordination, and clerical tasks as needed
On-Call & Additional Duties
- Participate in after-hours on-call rotation as required
- Handle incoming calls and communications promptly and professionally
- Perform additional duties and support operational needs as assigned
Requirements
Experience
- Minimum 1 year in scheduling, office administration, or customer service
- Experience in home care or healthcare preferred
Technical Skills
- Proficiency with scheduling software (WellSky or ClearCare preferred)
- Strong computer skills including Excel and data entry systems
Communication
- Excellent verbal and written communication skills
- Professional phone etiquette; ability to respond quickly and effectively
- Must be available for calls and video meetings during scheduled hours
Core Competencies
- Strong organizational and multitasking abilities
- High attention to detail and accuracy
- Ability to work independently and prioritize tasks effectively
- Problem-solving mindset with proactive decision-making
- Reliable, dependable, and adaptable
Independent Contractor Perks
HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job
Please click the “Apply” button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
To learn more about BruntWork visit their website
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