Caregiver Scheduler / Home Care Coordinator (Staffing)

About the Role

The Caregiver Scheduler / Home Care Coordinato r (Staffing) plays a critical, dual-function role at AbriCare. This position manages caregiver-client & staff scheduling, monitors service quality, responds to caregiver change requests, and ensures accurate documentation in the organization’s electronic medical record (EMR) and related systems. The Caregiver Scheduler / Home Care Coordinator is also expected to step in as a hands-on caregiver when coverage gaps arise, and to provide direct administrative support to the Branch Director - making flexibility and a willingness to work across functions essential to success in this role.

The Caregiver Scheduler / Home Care Coordinator serves as the operational backbone of daily service delivery, ensuring smooth coordination between clients and caregivers while upholding AbriCare’s standards of reliability, professionalism, and compassion. This is a hybrid role that blends office coordination with direct caregiving - candidates must be comfortable in both settings and committed to showing up wherever the need is greatest.

What You’ll Do

Scheduling & Service Coordination:

• Build, maintain, and adjust client and caregiver schedules using the organization’s electronic record system (EMR).
• Ensure timely communication of schedules and updates to clients and caregivers.
• Monitor daily attendance, coverage needs, and open shifts; resolve issues before they impact care delivery.
• Match caregivers to clients based on compatibility, skill set, location, preferences, and availability within the EMR.
• Maintain documentation on matches and ensure continuity of care.
• Coordinate with the Branch Director and Clinical team to ensure alignment with care plans.
• Manage change requests, originating from either caregiver or client.
• Clearly and proactively communicate changes to all parties.

Quality Monitoring:

• Review scheduling and attendance data to identify trends and opportunities for improvement.
• Work proactively to address service delivery concerns and enhance caregiver engagement and reliability.
• Monitor and resolve caregiver EMR compliance issues, including incomplete tasks, missed or incorrect clock-ins/clock-outs, and other Electronic Visit Verification (EVV) exceptions - following up directly with caregivers to correct errors, providing real-time coaching on system use, and escalating patterns of non-compliance to the Branch Director.

Administrative Support:

• Maintain accurate client and caregiver records, ensuring all documentation is complete and up to date.
• Support branch operations and ensure compliance with AbriCare policies, procedures, and quality standards.
• Provide direct administrative support to the Branch Director, including preparing reports, managing correspondence, tracking key operational metrics, and assisting with special projects as directed.
• Assist with onboarding tasks, caregiver file maintenance, orientation logistics, and other HR-adjacent administrative duties as assigned.

Caregiver Duties (as needed):

The Caregiver Scheduler / Home Care Coordinator is expected to step in to provide direct Personal Care Services when caregiver coverage is unavailable. This is a critical expectation of the role and reflects AbriCare’s commitment to ensuring no client goes unserved. Caregiver duties may include:

• Assisting clients with activities of daily living (ADLs) such as bathing, dressing, grooming, toileting, and mobility.
• Providing companionship, meal preparation, light housekeeping, and medication reminders per the client’s care plan.
• Documenting care delivery accurately in the EMR following each client visit.
• Treating all clients with dignity, respect, and a person-centered approach consistent with AbriCare’s values.

Required Qualifications

• High school diploma or GED required; associate’s or bachelor’s degree preferred (healthcare administration, human services, or related field).
• Minimum of 2 years of experience in scheduling, operations coordination, or administrative support (preferred within healthcare or home care settings).
  • We are specifically seeking candidates with experience in staff scheduling involving shift coverage and workforce assignment (not appointment-only scheduling).
• Strong organizational and multitasking skills, with attention to detail and accuracy.
• Proficiency with electronic record systems (EMR) and Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Empathy, professionalism, and discretion when handling sensitive client or caregiver information.
• Ability to work independently and as part of a collaborative, mission-driven team.
• Willingness and ability to perform direct caregiver duties when coverage needs arise. Candidates must be comfortable providing hands-on personal care to clients as needed.
• Willingness to provide broad administrative support to the Branch Director, including tasks that may fall outside traditional scheduling or coordination duties. A “no task too small” mindset is essential in this branch-support role.

Preferred:

• Experience with Medicaid, MO HCBS programs, or MO DHSS systems.
• Prior experience in home care, managed care, or community health services.
• Familiarity with Wellsky for scheduling and documentation or any similar platforms.
• Understanding of QAPI (Quality Assurance and Performance Improvement) standards.

Competencies

• Compassionate communication and client-centered approach
• Strong organizational and documentation skills
• Adaptability in a dynamic and evolving environment
• Attention to detail and data accuracy
• Collaboration across departments and geographies

Additional Details

• Standard work hours: Monday-Friday, 8:00am-5:00pm CST
• Occasional after-hours coordination may be required for urgent scheduling needs
• Competitive compensation and benefits package, including medical, dental, vision, PTO, and 401(k)