Home Care Scheduler

At Helper Heroes, we’re on a mission to provide exceptional care and support to home care agencies in the U.S. We believe in true partnership where our virtual assistants act as an extension of the care team. Our goal is to ensure a compassionate, innovative, and efficient care experience for clients and families alike. 

What sets us apart is YOU. You’re not just any virtual team member—you’re a Helper Hero! If you’re passionate about making a difference, have a knack for organization, and thrive in a fast-paced, mission-driven environment, you’re who we are looking for. If you’re the kind of person who loves tackling behind-the-scenes tasks with a smile, ensuring that our clients and caregivers receive the best possible support, apply today!

We’re looking for a detail-oriented Home Care Scheduler to match caregivers with client visits, fill open shifts fast, and keep the daily schedule smooth. You’ll work closely with recruiters, care managers, clients, and caregivers to make sure every visit is covered and logged correctly.

• →Build, publish, and maintain daily/weekly schedules for caregivers and clients
• →Fill open shifts quickly by calling, texting, and following up with caregivers
• →Match caregivers based on skills, availability, location, client preferences, and pay rates
• →Monitor call-outs, late arrivals, and no-shows; arrange immediate coverage and notify stakeholders
• →Confirm new starts, schedule changes, and cancellations with clients and caregivers
• →Update client and caregiver profiles, care plans, and visit notes in the scheduling system
• →Track EVV/clock-ins and resolve exceptions before billing and payroll cutoffs
• →Coordinate with recruiters and team leads to forecast coverage needs
• →Escalate risks (missed visits, repeated call-outs, client concerns) early
• →Provide end-of-day and end-of-week coverage reports and metrics
• →(If needed) Support after-hours/on-call rotation for urgent schedule changes
  

• 1-2 years of scheduling coordination experience (home care, home health, or healthcare industry)
• Strong English communication skills (phone, text, and email) with a calm, helpful tone
• Fast, accurate data entry and excellent attention to detail
• Proven ability to juggle many moving parts and stay organized under time pressure
• Problem solver who can think ahead and act quickly when plans change
• Basic understanding of HIPAA/privacy and client confidentiality
• Comfortable working US business hours; willing to work occasional evenings/weekends/holidays as needed

• Experience with any of these is a plus:

• Scheduling/EVV platforms: WellSky (ClearCare), AxisCare, AlayaCare
• Phone/SMS tools: RingCentral, Dialpad, JustCall, Twilio
• Productivity: Google Workspace or Microsoft 365, Slack/Teams, spreadsheets

• Laptop or desktop
• Reliable internet (at least 25 Mbps), backup connectivity/power recommended
• Quiet workspace and professional phone etiquette

If you’re excited about the opportunity to join our team, where you’ll be appreciated, have a sense of purpose and inclusion and are willing to help us create a brighter, more compassionate care experience, we can’t wait to hear from you! Apply now and let’s make a difference together.