HealthCare Scheduler

Scheduler / Administrative Coordinator Home Care Agency
Schedule: Full-Time | MondayFriday | 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.