Staffing Coordinator - Private Duty - Full Time

VitalCaring Group•The Woodlands, TX

10d•Remote

About The Position

As a Staffing Coordinator at VitalCaring Group, you will communicate promptly and appropriately with the field staff, patients, family and patient care staff regarding scheduling needs and incoming calls. You will assign and schedule for new and existing patients to ensure consistent and appropriate staffing. Collaborate with all members of the care team to ensure patient satisfaction. Join VitalCaring – Where Your Passion Changes Lives! Are you looking for a career where compassion meets purpose? At VitalCaring, we’re more than a home health and hospice provider—we’re a family that supports, inspires, and uplifts both our patients and our team members. Who We Are Founded in 2021, VitalCaring has grown into a leading provider of home health and hospice services, with over 65 locations across the country. We are committed to fostering a culture of support, growth, and excellence for our team that is the backbone of how we ensure we deliver exceptional patient care. Why Choose VitalCaring? Work That Fits Your Life – Discover the ideal balance of purpose and flexibility. As a full-time salaried clinician, you’ll enjoy the stability of a consistent role with the freedom to manage personal commitments throughout your day. Our field team thrives in an environment that empowers them to make a real impact—while still having the time and space to prioritize what matters most at home. With a generous 6 weeks of paid time off each year, you’ll have the opportunity to recharge, reconnect, and return ready to do your best work. Make a Meaningful Impact – Help patients and families navigate their healthcare journey with compassion and dignity. Thrive in a Supportive Team – Work with a team who genuinely care and invest in your success. Grow Your Career – Take advantage of advanced training, mentorship, and career development opportunities. Competitive Pay & Benefits – Receive a rewarding compensation package that recognizes your dedication and expertise. Our benefits are designed to empower you with the resources, flexibility, and security needed to thrive both professionally and personally.

Requirements

Adept at problem-solving, including being able to identify issues and resolve problems in a timely manner and do the right thing
Knowledge of regulatory/governing standards, policies, and procedures
Must be able to communicate effectively and compassionately with patients, employees, and other care team members
Must be able to effectively read and interpret information, present numerical data in a resourceful manner and skillfully gather and analyze information
Ability to demonstrate flexibility and cooperation in performing job responsibilities and embrace change
Must be dependable, able to follow instructions, and improve performance through management direction and feedback
Demonstrates company core values: Capable and Efficient, Dependable, Compassionate, Embrace Customer Service above all else, Embrace Change, and Do the Right Thing (integrity)
Works remote from home.
Ability to work a flexible schedule.
Ability to take call every other week.
Ability to travel locally if needed; some exposure to unpleasant weather.
Sitting is required.
Requires working under some stressful conditions to meet Agency needs.
Proven experience as staffing/schedule coordinator in a home health setting

Responsibilities

Maintain and manage staff scheduling across all service lines to ensure timely, high-quality care while minimizing last-minute changes and overtime.
Prepare and update daily, weekly, and monthly patient schedules in coordination with appropriate personnel. Communicate schedule changes, staffing updates, and new client/clinical information to field staff in a timely and professional manner.
Serve as the main contact for incoming referrals; facilitate assessments and scheduling of new clients. Follow up with referral sources and the Account Manager to ensure proper documentation and relationship management.
Enter new patients into WellSky, including care plans, billing details, contacts, and other profile data.
Coordinate with the billing department regarding new patients, deposits, and invoicing.
Send annual HMA forms for signature and follow up with physicians for authorizations and Form 485s, send physician orders for signature as needed. Maintain log to track documentation that has been sent or received.
Report incidents, complaints, or changes in patient status to the Field Supervisor and appropriate personnel promptly.
Answer phones and check messages regularly, responding with a friendly and professional attitude.
Develop and maintain communication with patients, families, staff, and affiliated professionals to support smooth care delivery.
Monitor missed visits, overtime, and staff cancellations; report findings to management and maintain records for employee evaluations.
Assist the Payroll Specialist with payroll preparation, including collecting mileage logs and on-call sheets, as directed
Track and upload required documents in electronic systems for both patient records and personnel files.
Manage the tracking and renewal of staff credentials, licenses, and certifications as required.
Prepare onboarding documents and collect new hire paperwork, submitting completed files to Human Resources.
Maintain office functionality, including answering phone calls, clerical work, supply ordering for patients and staff, office upkeep, and general support duties.
Conduct monthly inspections of company vehicles as needed and report any concerns or issues
Update and maintain the Emergency Preparedness Notebook for use by on-call personnel
Provides patient care as needed to ensure coverage in case of call-ins or other emergency situations
Perform other duties as assigned by the Director of Operations or Branch Director, contributing to the overall success of the office and care team.