Scheduler/Office Administrative Assistant - HomeWell Care Services : Job Details

SUMMARY: The Scheduling/Office Assistant is responsible for maintaining a pool of eligible caregivers needed to meet the agency's growing client census and service hours. This is accomplished through continual training and orientating of qualified caregivers while simultaneously being the Caregiver of the Caregivers to promote engagement and employee retention. In addition, this position manages the staffing of client service hours, ensuring shifts are staffed with qualified caregivers whose skill and availability matches client needs and that new assignments and/or scheduling changes are properly communicated with caregivers and clients. MINIMUM QUALIFICATIONS: • High school graduate. • Two years of related experience; knowledge of scheduling and/or health care experience preferred. • Must possess exceptional organizational skills and follow-through and be comfortable utilizing various technologies and computer programs. • Must possess excellent written and verbal communication skills, telephone etiquette, and be able to interact effectively with persons from diverse backgrounds with a strong customer service orientation. • Able to take initiative, problem solve and apply sound judgment to scheduling situations. • Able to work under pressure and manage multiple demands simultaneously. • Must present a positive and professional business image. • Must pass a criminal background check. ESSENTIAL DUTIES AND RESPONSIBILITIES:Office Assistant • Answer incoming phone calls - clients and caregivers • Call and Follow up on leads • Sales intake call and pass on to Sales/ Operations • Phone call reminders to client and caregivers 1 hour and 1 day prior to appt. • Schedule appointments as necessary • Process applications/employment inquiries • Conduct pre-screens and in-persons interviews with potential candidates; provide hiring recommendations to Owner [may make the hiring decisions]. • Schedule qualified candidates for orientation subject to positive reference verification; provide new hire packet for candidates to complete and return at orientation; validate provided references. • Collect new hire paperwork and copies of all applicable identification, licensure, certifications, and/or completed trainings; ensure documents are correctly filled out and signed by the caregiver and that all required documentation has not expired. • Create personnel files; ensure caregiver information is accurately loaded into the agency's CRM system. • Assign training courses and provide caregiver login information; monitor for completion by required date (if applicable). • Ensure required background checks and motor vehicle records (if applicable) are processed prior to placement with any client. • Conduct caregiver performance evaluations, disciplinary meetings and employee terminations with input and feedback from Owner. • Audit and maintain caregiver personnel files in accordance with regulatory requirements and agency policy. SCHEDULING • Proficient use of Wellsky - Schedule client shifts with eligible caregivers whose knowledge, skill and availability matches the service needs of the client. • Communicate new assignments and/or scheduling changes to caregivers and clients. • Maintain accurate schedules for clients in the agency's CRM system. • Maintain accurate contact information and availability for caregivers in the agency's CRM system. • Document events in the agency's CRM systems. • Regularly review completed shift logs, verifying discrepancies from originally scheduled shift hours; notify Owner of any payroll or billing concerns. • Monitor missed/late shift clock-ins and immediately contact the scheduled caregiver to confirm arrival at the client's residence. • Monitor caregiver scheduled hours for potential overtime; notify Owner if overtime hours are needed. • Promptly notify Owner of staffing changes, scheduling issues and reported client issues. • Serve as the agency liaison for caregivers, promoting a culture of engagement. o Regularly communicate with eligible caregivers to confirm availability, desired hours, contact information and satisfaction with the agency, with increased focus during the first 90 days of employment. o Conduct ongoing Stay Interviews . o Ensure caregivers feel properly appreciated, supported and recognized. PHYSICAL AND ENVIROMENTAL DEMANDS: This is a primarily sedentary position. ORGANIZATIONAL RELATIONSHIP: Reports directly to the Owner. CLASSIFICATION: Exempt/Non-Exempt POSITION TYPE & EXPECTED HOURS OF WORK: Full-Time or Part-Time, typical work hours, expected overtime, etc