Job Title: Scheduling Lead

Position Scope:

Under the direct supervision of the Operations Manager, the Scheduling Lead is a senior staff member responsible for successful, efficient and effective assignment of appropriate caregivers with the clients the agency serves. This role is directly in-charge of maintenance of schedules and availability of caregivers based on skill set, geographic locations of clients and service plans and ensuring proper assignments of the caregiver based on client profiles. Diligence, accuracy, resourcefulness, critical thinking, decision-making & proper judgement and collaboration are keys to success for this position.

Respite Operations:

The agency provides respite caregiving services to clients through state-funded programs. Contracts are awarded by the state regional centers for families that require assistance and much needed care specifically for programs for IDD (Intellectually and Developmentally Disabled) community. Our agency employs thousands of these properly trained caregivers we call Respite Care Providers (RCP).

Essential Duties:

In addition to the scope, other key success factors for effective handling of tasks of a scheduler are good understanding and grasp of respite agency operations, profiles and programs of RCPs and clients and use of tools and system (e.g., ADP payroll system, case management systems & RCP database like Wellsky, time-monitoring platforms, etc.).

Analyze RCP profiles, skill set, geographic location and availability. Analyze current and incoming contracts as to case programs, contract period, and client care plan requirements. Match or pair appropriate RCPs with clients and fill the contract requirements by scheduling the RCPs to the clients. Coordinate with Service and Intake teams for the assignment of identified RCPs ideally within proximity with geographic location with the clients. Schedule client appointments and visits accordingly. Maintain RCP and client databases to reflect accurate and current status of profiles (critical to successful pairing or matching).
Monitor fulfillment of the contracts and anticipate availability or release of RCPs from clients to ensure continuous deployment with new/other clients by maintaining accurate schedule of RCPs and assignment periods. Administer and handle any changes required for reassignments and be nimble and strategic in handling changes in assignments and address emergencies.
Coordinate and collaborate with People Operations team, Services team, and Training team to ensure adequate inventory and availability of skilled and properly trained RCPs for current and incoming contracts to be serviced as well as anticipate growth plans in terms of contract volumes and regional center requirements. Regional Centers usually award contracts to an agency who can initiate service and fulfill contracts the soonest time possible.
Ensure quality of service to the clients and adjust RCP assignments when needed.
Reporting on a consistent basis of key statistics:
RCP count / inventory; RCP deployment schedules; Over/Under capacity
Average time to service contracts / contract fulfillment
Number of contracts with unassigned RCP
Forecast for deployment requirements based on incoming contracts/authorizations
Other ad-hoc reporting
Ensure achieving agency targets for:
Utilization Rates (use or servicing authorized contracted hours)
Time to service contracts and RCP full deployment; over/under capacity
Cancelled contract hours
Avoidance of excess non-reimbursable mileage expense and Shorter Travel Time
Other related tasks assigned by the direct supervisor and any team projects that require scheduler involvement
Minimum Qualifications:

Bilingual/Spanish Speaking Required
High school diploma or GED (AA or BA highly preferred) plus 3-5 years related experience in healthcare or caregiving industry (IDD-specific preferred) and minimum of 2 years supervisory experience
Proficiency with Micr

EEO/AA Employer/Vet/Disabled.

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For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

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We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.