Job Description
Job Title: Scheduler
Status: Full-Time
On-Call Requirement: Yes – included in rotating on-call schedule
Position Summary
The Scheduler at All Embracing Home Care (AEHC) is responsible for coordinating and maintaining staff schedules to ensure consistent, high-quality services for individuals receiving supports in Aging and Developmental Disabilities programs. This position plays a critical role in ensuring coverage, responding to call-ins, supporting Care Managers, and participating in an on-call rotation to address after-hours scheduling and staffing needs.
Essential Duties and Responsibilities
Scheduling & Coverage
- Create, maintain, and update staff schedules in accordance with individual service plans, authorizations, and staffing ratios.
- Ensure appropriate coverage for all shifts, including residential, in-home, and community-based services.
- Coordinate shift replacements and fill open shifts using approved staffing procedures.
- Communicate schedule changes clearly and professionally to Care Managers and leadership.
On-Call Responsibilities
- Participate in a rotating on-call schedule, including evenings, weekends, and holidays as assigned.
- Respond to after-hours calls related to staffing shortages, emergencies, and urgent scheduling concerns.
- Follow AEHC on-call protocols and escalation procedures.
- Document on-call incidents and actions taken, and communicate follow-up needs to leadership.
Communication & Coordination
- Maintain professional and timely communication with Care Managers, Program Coordinators, and leadership.
- Collaborate with supervisors to anticipate staffing needs and minimize service disruptions.
- Notify leadership of recurring scheduling challenges or staffing concerns.
Compliance & Documentation
- Ensure scheduling practices align with AEHC policies, state regulations, and payer requirements.
- Maintain accurate scheduling records and documentation.
- Protect confidential employee and individual information in compliance with HIPAA and agency standards.
Administrative Support
- Assist with tracking attendance, overtime, and availability as needed.
- Support onboarding by coordinating initial schedules for new hires.
- Perform other related duties as assigned to support agency operations.
Qualifications
Required
- High school diploma or equivalent.
- Strong organizational and time-management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Reliable phone access and availability for on-call rotation.
- Strong communication and problem-solving skills.
- Basic computer proficiency and ability to learn scheduling software.
Preferred
- Experience in home care, healthcare, human services, or scheduling.
- Familiarity with Aging and/or Developmental Disabilities services.
- Knowledge of state service requirements and staffing expectations.
Knowledge, Skills, and Abilities
- Ability to remain calm and professional during urgent or stressful situations.
- Strong attention to detail and accuracy.
- Ability to work independently and make sound decisions within established guidelines.
- Dependable, flexible, and responsive.
Work Environment
- Remote with no distractions
- On-call responsibilities as assigned.
- Requires availability during assigned on-call rotation times.
Physical & Mental Demands
- Ability to sit, stand, and use office equipment for extended periods.
- Ability to respond to after-hours calls and manage urgent staffing needs.