Home Care Scheduler

Senior Helpers • Lakewood, WA

3d • Onsite

About The Position

Senior Helpers – South Tacoma is seeking an organized, dependable, and compassionate Scheduler to join our growing home care team. The Scheduler plays an essential role in coordinating care for our clients and ensuring caregivers are assigned to shifts that match their availability, qualifications, location, and experience. This position also provides general front-office support by answering phones, assisting callers with basic questions, transferring calls to the appropriate team member, and welcoming caregivers, clients, families, and visitors to the office. The ideal candidate is an excellent communicator who can remain calm, professional, and solution-focused in a fast-paced environment. Home care scheduling requires flexibility, attention to detail, good judgment, and genuine care for both clients and caregivers.

Requirements

• Previous scheduling, home care, healthcare, staffing, customer service, or administrative experience is preferred
• Home care scheduling experience is strongly preferred
• Excellent telephone, written, and verbal communication skills
• Strong organization, time-management, and problem-solving abilities
• Ability to manage multiple priorities and frequent schedule changes
• Comfortable making and receiving a high volume of phone calls and text messages
• Strong attention to detail and accuracy
• Dependable, punctual, and able to maintain consistent attendance
• Able to remain calm and professional when handling urgent or challenging situations
• Comfortable using computers, email, scheduling software, and mobile applications
• Able to work independently while also contributing to a team
• Compassionate and respectful when communicating with seniors, families, and caregivers
• Understanding of confidentiality and professional workplace boundaries

Responsibilities

• Schedule qualified caregivers for client shifts and ongoing care schedules
• Match caregivers with clients based on availability, location, experience, credentials, personality, and care needs
• Review the schedule regularly to identify open, unassigned, overlapping, or incorrectly scheduled shifts
• Respond promptly to caregiver call-outs, schedule changes, client requests, and other staffing needs
• Work diligently to fill open and last-minute shifts
• Contact caregivers by phone, text, or approved scheduling systems regarding available shifts
• Confirm that caregivers understand their schedules and have the information needed before beginning a new assignment
• Communicate schedule changes promptly and accurately to caregivers, clients, families, and office staff
• Update caregiver availability and scheduling preferences
• Maintain accurate client and caregiver information in the scheduling system
• Review client care plans and scheduling requirements when assigning caregivers
• Help prevent missed visits, late arrivals, overtime, and scheduling conflicts
• Monitor caregiver clock-ins and clock-outs and follow up when necessary
• Document scheduling conversations, call-outs, late arrivals, declined shifts, and other important information
• Answer incoming office calls in a friendly and professional manner
• Transfer calls to the appropriate staff member
• Answer routine questions and take clear, detailed messages
• Greet caregivers, clients, applicants, vendors, and other visitors when they arrive at the office
• Assist caregivers with basic questions about schedules, the scheduling app, and client assignments
• Protect client and employee privacy and follow HIPAA and confidentiality requirements
• Communicate urgent client or caregiver concerns to the appropriate manager
• Maintain professional and respectful communication, even during stressful situations
• Work closely with the Care Director, Care Team Manager, recruiter, caregivers, clients, and families
• Complete general administrative and office-support duties as assigned

Benefits

• Paid sick time
• Vitable Health benefit for eligible employees
• Consistent Monday–Friday daytime schedule
• Supportive, team-oriented work environment
• Opportunities to learn and grow within the home care industry
• A meaningful career helping seniors remain safe, comfortable, and independent in their own homes

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed