Scheduling Coordinator / Client Service Supervisor

Overview

Entry Level Management position

Aveanna is looking for a passionate, empathetic, motivated, and COMMITTED individual to join a team that is impacting the lives of families in our community each day. This is an incredible, entry-level opportunity offering amazing growth potential! Jump start your career, learn a lot, and most importantly help our clients every single day!

Position Overview

The Client Service Supervisor is responsible for scheduling caregivers to meet patient needs while minimizing the number of unstaffed shifts. This role takes the lead in reactivating engagement among caregivers who have not been actively working. Responsible for collaborating with the clinical team, operations, area, and location leadership in performance management of the field staff.

Essential Job Functions

Scheduling and Shift Management:

• D evelop and maintain caregiver schedules to ensure proper coverage for all shifts.
• C areful planning and mon itoring of schedules to avoid unnecessary overtime.
• M anage changes to the schedule, including shift swaps and time-off requests.
• D evelop and implement strategies to retain highly valued caregivers.
• C ollaborate with clinical team to ensure that caregivers are appropriately matched with patients based on the specific needs and care requirements.
• R eview and validate employee work schedules and shifts to ensure accuracy in time and attendance records.
• M onitor and analyze Electronic Visit Verification (EVV) data to ensure adherence to regulatory requirements and company standards.
• M aintain strict oversight of payroll expenses to ensure alignment with budgetary constraints and overall financial objectives.
• H armonizing scheduling and payroll seamlessly to optimize workforce management and financial operations.
• A ddress any scheduling conflicts or issues that may arise.
  
  

Payroll Processing

• E fficiently manage end-to-end payroll processing, ensuring accurate, and timely disbursement of compensation and incentive payments.
• A ddress and resolve payroll-related inquiries from employees, providing excellent customer service and ensuring a smooth resolution of discrepancies or concerns.
• S ecure the timely and accurate processing of payroll for the field team.
  
  

Communication

• S erve as a point of contact for caregivers and families regarding scheduling matters.
• C ommunicate changes in schedules and updates to caregivers and families.
• I mplement initiatives aimed at revitalizing relationships with inactive caregivers, encouraging their return to the workforce.
• C ollaborate with different departments to ensure effective communication regarding staffing needs.
• D elivery of exceptional customer service to ensure the highest levels of patient satisfaction.
  
  

Staffing Analysis

• C onsistently monitor and analyze staffing levels, adjusting schedules based on workload and demand.
• A ssess and review field staff scheduling and opportunities to maximize caregiver availability.
• An ticipate and plan for peak times or increased staffing staffing requirements.
• Co llaborate with the Recruiting Team to address staffing challenges and find solutions.
  
  

Compliance And Regulations

• C oordinate patient schedules to accommodate caregivers' active certification and licensing status, ensuring adherence to regulatory standards.
• M onitor and provide additional support with locations’ ongoing caregiver licensure and certificate compliance, ensuring timely renewals and periodic compliance checks.
• E nsure compliance with labor laws, regulations, and organizational policies related to scheduling and staffing.
• E nsure ongoing compliance with caregiver licensure and certificates, preventing expiration through timely renewals and compliance checks.
• S tay informed regarding changes in labor laws affecting scheduling practices.
  
  

Staff Availability And Preferences

• M aintain records of staff availability, preferences, and any limitations on work hours.
• C onsider individual employee preferences when creating schedules to enhance job satisfaction.
  
  

Training And Orientation

• P rovide training and orientation to new staff regarding scheduling policies and procedures.
• Educate caregivers on the use of scheduling tools and systems.
  
  

Data Management

• K eep accurate and up-to-date records of staff schedules, attendance, and time-off requests.
• Generate reports on staffing metrics and trends for analysis.
• Op timize staffing levels to improve financial return.
  
  

Continuous Improvement

• I dentify opportunities for process improvement in scheduling and staffing coordination.
• I mplement best practices to enhance efficiency and employee satisfaction.
  
  

Requirements

• H igh School Diploma or GED
• M ust be able to participate in an on-call rotation schedule, providing support for patients and families after normal business hours.
• P roficient in Microsoft Office applications
  
  

Preferences

• B achelor’s Degree
• S ix (6) months previous agency staffing experience
• O ne (1) year previous office work experience a plus
• H ealthcare experience a plus
• B ilingual
  
  

Other Skills/Abilities

• M ust always adhere to confidentiality standards and professional boundaries
• A bility to remain calm and professional in stressful situations
• A bility to multi-task
• A ttention to detail
• T ime Management
• E ffective problem-solving and conflict resolution skills
• Ex cellent organization and communication skills
• Q uick-thinking and astute decision-making skills
  
  

Physical Requirements

• M ust be able to speak, write, read and understand English.
• O ccasional lifting, carrying, pushing and pulling of 25 pounds
• P rolonged sitting, walking, standing, bending, kneeling, reaching, twisting
• A bility to climb stairs
• M ust have visual and hearing acuity
  
  

Environment

• P erforms duties in an office environment with occasional field visits during agency operating hours
• M ust be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions
  
  

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
  
  

Vaccine Requirements

• As an employer accepting Medicare and Medicaid funds, employees must comply with all health-related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.