CSA Homecare Scheduler Job Description

Position Title: Scheduler
Department: Operations
Reports To: Director of Operations / Office Manager
Location: CSA Homecare
Employment Type: Full-Time

Position Summary

The Scheduler is responsible for creating, maintaining, and optimizing caregiver schedules to ensure clients receive consistent and reliable care. This role focuses on building weekly and long-term schedules for caregivers, including developing schedules for newly admitted clients.

The Scheduler works closely with the intake team, caregivers, and leadership to ensure schedules align with caregiver availability, client preferences, and service requirements while promoting continuity of care.

Key Responsibilities

Schedule Creation

• Develop and maintain weekly caregiver schedules for all assigned clients.
• Create schedules for new clients entering services, ensuring appropriate caregiver placement based on care needs, location, and availability.
• Coordinate with the intake team to ensure new clients are scheduled promptly after admission.
• Match caregivers with clients based on skill level, certifications, availability, and compatibility.
• Maintain consistency of caregiver assignments to promote continuity of care.

Schedule Maintenance

• Update schedules as caregiver availability changes.
• Process caregiver availability forms and time-off requests.
• Ensure all recurring client shifts are scheduled in advance.
• Monitor schedules to identify potential gaps and coordinate with the Staffing Coordinator to address coverage needs.

Client & Caregiver Coordination

• Communicate schedules to caregivers and notify them of any changes.
• Ensure caregivers are scheduled according to client care plans and service authorizations.
• Support onboarding of new caregivers by adding them to the schedule as appropriate.

System Management

• Maintain accurate schedules in the agency scheduling system.
• Ensure caregivers scheduled for shifts have the appropriate credentials, training, and qualifications required for the client.
• Monitor caregiver hours to help prevent unnecessary overtime.

Collaboration

• Work closely with the Staffing Coordinator to resolve coverage gaps.
• Collaborate with supervisors, nurses, and the intake team regarding client care needs and service start dates.
• Coordinate with HR when caregivers are hired or terminated to update schedules accordingly.

Qualifications

Education
High school diploma or equivalent required
Associate’s degree in healthcare administration, business, or related field preferred

Experience
1–3 years of scheduling experience required
Experience in homecare or healthcare scheduling strongly preferred

Skills

• Excellent organizational and planning skills
• Strong attention to detail
• Effective communication skills
• Ability to manage multiple caregivers and client schedules simultaneously
• Problem-solving and decision-making ability
• Proficiency with scheduling software and Microsoft Office

Key Competencies

• Planning and organization
• Attention to detail
• Communication and coordination
• Reliability and accountability
• Ability to manage high-volume scheduling

Performance Metrics

Performance will be evaluated based on:

• Accuracy of caregiver schedules
• Timely scheduling of new client admissions
• Continuity of caregiver assignments
• Reduction of scheduling conflicts
• Effective collaboration with the Staffing Coordinator

If you have healthcare scheduling experience and want to work with a supportive team dedicated to providing excellent care, we encourage you to apply.

Apply today to join CSA Homecare, where compassion meets care!