Scheduling Coordinator

6 months ago

Toronto, Canada C-Care Health Services Full time

**Who We Are**
C-Care is a healthcare staffing agency with over 20 years of experience in providing high quality care services to homes and healthcare facilities. We are providing temporary staffing assignments for our clients located within Greater Toronto Area.

We offer professional and dedicated healthcare services to private homes, hospitals, rehabilitation facilities, long-term care facilities, nursing homes, retirement residences, clinics, outpatient wellness, and company workplace settings. At C-Care, we believe that personalized care is the heart of the healthcare industry.

**Roles and Responsibilities**

The Scheduling Coordinator (SC) is responsible for the efficient day-to-day management of staff and client service schedules to ensure efficient operations. They are also the main point of contact for any scheduling changes any scheduling changes and ensure that any issues or disruptions related to service delivery are resolved and documented well. **This position is full-time and will report to the company office.**
- Scheduling Coordination
- Create and schedule staff according to staff availability and client preferences.
- Respond to new client service requests promptly by finding available staff to be assigned.
- Take note of any service cancellations by the client and ensure that it is properly communicated and documented.
- Assist staff with navigating the client location including the travel times and directions.
- Systems Management
- Manage the overall scheduling system and ensure that all schedule updates and changes are reflected on the system.
- Send out shift requests and shift broadcasts through the system.
- Ensure that the rate codes entered on the system are updated and accurate.
- Follow up immediately with staff when receiving missed clock-in and clock-out notifications.
- Respond, follow up or act upon any system generated notifications received.
- Staff Management
- Approve or decline requests for time off (RTO) according to company policies and operational demands.
- Send constant reminders to staff regarding policies and procedures on accepting and declining shifts, changing of availability, and requests for time off.
- Remind and communicate with staff regarding missed clock ins, missed clock outs, and other missed activities.
- Treat all staff and clients with respect and professionalism.
- Communication
- Facilitate communication between staff, supervisors, clients, and clients' families.
- Develop and maintain good working relationship with clients and staff.
- Relay information to the staff and clients regarding all scheduling updates or changes.
- Inform the client immediately of any changes that would affect the service such as staff change.
- Documentation
- Maintain accurate records of reschedule, cancellations, client appointments, and any other relevant information.
- Ensure that all updates or changes with staff and client schedules are properly documented and is being updated real-time
- Record detailed documentation of any service-related incidents as they occur such as significant events, schedule changes, availability changes, client or staff injuries, or incentive rates.
- Other Responsibilities
- Assist with the training of new hires, specifically the navigation of the scheduling system.
- Collaborate with the Client Care Coordinator and Human Resources Coordinator to resolve any matters or issues.
- Answer phone inquiries and gather information from potential clients.
- Enforce company policies and procedures, especially those that are within the position's scope.
- Attend company meetings.

**Role Qualifications**
- Post-secondary diploma in a related field or equivalent work experience
- Good problem-solving, prioritization, and decision-making skills
- Good interpersonal, communication, computer, and time management skills
- Knowledge of medical terminologies and documentation is an asset
- 1-2 years of scheduling or administrative experience is an asset.
- Available to work full-time and on weekends.

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