Scheduling Assistant

3 weeks ago

Dallas, United States Homewatch CareGivers of North Dallas Full time
Benefits:
  • Competitive salary
  • Opportunity for advancement

Nature of the Job: The Scheduling Assistant is responsible for assisting Operations Manager with matching and scheduling caregivers with clients and assisting with key operational processes and ensuring thorough knowledge of regulations as required by the State of Texas.

Scope of position: Reports to the Operations Manager. This is an hourly position.
 
Knowledge and Skills Required:  The appointed Scheduling Assistant for the agency must meet the following qualifications:

1.      Ability to use and learn scheduling software.
2.      Self-starter who is energetic, upbeat, organized, passionate about our services and willing to do whatever it takes to get a job done.
3.      Strong interpersonal skills including good oral and written communication skills with the ability to work effectively with a wide range of constituencies in a diverse community.
4.      Must always display a professional and mature demeanor.
5.      Participate and foster an environment where we are supported by a team committed to providing the highest level of care.
6.      Possess excellent problem-solving techniques and abilities.
7.      Software experience with Microsoft suite of software.
8.      Demonstrate professionalism and responsiveness with prospective clients and others who may communicate with the agency.
9.      Able to fill-in as a caregiver for open schedules should an emergency exist.

Knowledge and Skills Preferred: 

1.      Able to provide knowledgeable input on policy decisions.
2.      Able to assess caregiver’s skills, personalities, and interests sufficiently to provide input on good client/caregiver matches. 
3.      Ability to read and understand individual care plans for each client and ensure their appropriate needs are communicated to all team members.  Identify if changes to the care plan are necessary and communicate that with the Care Coordinator and potential lead caregivers on the case.
4.      Able to display creativity through brainstorming in emergency situations.  
5.      Thorough knowledge of the caregiver’s responsibilities.
6.      Thorough knowledge of licensing standards for home and community support services, and other appropriate codes and regulations as required.

 


 


 


Major Responsibilities:

1.      Assist with matching client schedules with compatible caregivers – Shifts covered with previous caregivers that have worked on the cases first.  Client/Caregiver match is always paramount in both skill levels and personality traits.
2.      Immediately and effectively communicate any caregiver failure to report to work to Care Coordinator and Operations Manager if necessary to address any issues and determine if a replacement is needed.
3.      Assist with open schedules, cancellations, new schedules, and schedule changes are covered prior to leaving the office each day.
4.      Ensure immediate communication with caregivers is timely & thorough for new assignments & existing schedules.
5.      Communicate effectively and professionally with clients and caregivers, as well as the other office personnel as appropriate.
6.      Maintain and minimize caregiver overtime by adjusting schedules as needed.
7.      Run weekly travel time report In Kantime
8.      Assist with answering office phone assisting callers with agency information, including In Take calls. 
9.      Recording and reviewing daily journals in client and caregiver files.
10.  Validate and approve all timesheets daily to encourage proper caregiver adherence as well as ease of payroll prep.
11.  Know the criteria specified for a caregiver, since the position may require filling in for the caregiver for open schedules.
12.  Support and assist other office staff as needed and if time permits.
13.  Cross train with other departments for general back-up duties as needed.
14.  Participate in on call responsibilities assisting when emergencies arise.
15.  Answering the phone, text, and email in a timely manner.
16.  Schedule any necessary skills training for caregivers as identified by Care Coordinator or Training Coordinator.
17.  Maintain confidentiality of agency, client and employee matters
18.  Understand and participate in Emergency Preparedness training and policies to implement at any given time. 
19.  Any other duty requested to maintain the operations of the business.
 


Physical Qualifications:

1.      Able to work an average of 40+ hours per week
2.      Able to bend, climb, stoop and stand an average of 5 hours per day
3.      Able to lift 20-30 pounds
4.      Able to use tools necessary for the job
5.      Able to communicate effectively

This agency is independently owned and operated. Your application will go directly to the agency, and all hiring decisions will be made by the management of this agency. All inquiries about employment at this agency should be made directly to the agency location, and not to Home Care Evolution Corporate.

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