Lead Scheduler

Job Summary:

The Agency Scheduling Lead at Angels Homecare is a key leadership position responsible for overseeing the daily operations of caregiver scheduling and recruitment. This role ensures efficient workforce planning and client satisfaction by managing the end-to-end scheduling process while providing mentorship and oversight to junior scheduling staff.

The Scheduling Lead plays a pivotal role in maintaining high standards of service delivery, team performance, and compliance, all while ensuring a seamless match between caregiver availability and client needs. This position requires strong leadership, exceptional organizational skills, and the ability to navigate a fast-paced and dynamic homecare environment.

Qualifications/Educational Requirements:

• 2+ years of experience in caregiver scheduling or healthcare staffing.
• Strong proficiency in scheduling platforms (ClearCare/WellSky) and Microsoft Office (Word, Excel, Outlook).
• Excellent time management, problem-solving, and organizational skills.
• Ability to lead a team and manage multiple priorities in a fast-paced environment.
• Professional demeanor and customer service mindset.
• Valid driver’s license, reliable insured vehicle, and willingness to travel locally if needed.

Responsibilities/Essential Functions:

Scheduling Operations:

• Lead and manage daily caregiver scheduling, ensuring all client shifts are filled accurately and timely.
• Monitor and resolve scheduling conflicts or last-minute call-offs while maintaining service continuity.
• Confirm and communicate schedules with clients via phone, text, or ClearCare/WellSky system.
• Ensure all schedule-related notes are updated in ClearCare/WellSky, including timecard exceptions, visit changes, and client preferences.
• Maintain caregiver availability records and update them regularly.
• Collaborate with the Care Services Manager and field staff to maintain optimal coverage and quality of care.

Recruitment & Onboarding:

• Oversee the recruitment process: source, screen, interview, and onboard qualified caregiver candidates.
• Ensure compliance with documentation requirements, including driver’s licenses, certifications, and insurance.
• Maintain an active pipeline of caregivers to meet current and projected demand.

Leadership & Oversight:

• Supervise and mentor junior schedulers or administrative staff as assigned.
• Standardize scheduling workflows and implement process improvements for efficiency.
• Lead weekly staffing meetings to discuss caregiver performance, client feedback, and coverage issues.
• Collaborate with Payroll and Billing to ensure accurate hours and caregiver assignments.

Client & Caregiver Communication:

• Maintain open and responsive communication with both caregivers and clients.
• Conduct or support customer service visits and follow-up calls.
• Escalate complex client issues to appropriate management while ensuring timely resolution.

Administrative Compliance:

• Ensure timely documentation in WellSky ClearCare and monitor adherence to protocols.
• Support audits and quality reviews through accurate records and reporting.
• Help set schedules for customer service appointments, training, and caregiver evaluations.

Work Environment:

• Office setting.
• May require occasional evening or weekend availability for on-call support.

Why Join Angels Homecare?

At Angels Homecare, we believe in compassionate service, operational excellence, and nurturing a workplace where every team member thrives. The Agency Scheduling Lead plays an integral role in maintaining these values through strong leadership, strategic coordination, and genuine care for our clients and caregivers alike.