Virtual Assistant – Scheduler

The successful applicant will perform clerical/scheduling activities that will facilitate the agency’s operations. These activities include coordination of employee schedules with client wants/needs, processing intake information, and communication with referral sources.

The working hours will be from 8 am to 5 pm US-Eastern Standard Time. However, the hours to be worked for this position may vary. to see actual ESSENTIAL FUNCTIONs

1. Maintains schedule for services requested and provided to agency clients
a. Assures that cases are filled within the established time frames
b. Completes documentation (paper or automated system)
c. Provides appropriate notification of schedule to the employee, client, contract agency, supervisor, and others as appropriate
d. Monitors overtime and mileage records of employees
e. Responds to emergency calls and arranges schedules accordingly

2. Provides direction to direct care employees and communicates with supervisors as needed to assure safe and effective coverage of client needs
a. Assigns agency staff to clients as directed by the licensed professional staff, Plan of Care/Aide Care Plan, and service request
b. Assures employees receive complete and accurate directions and information about client needs as directed by licensed professional staff, Plan of Care/Aide Care Plan, and service requests
c. Reports any scheduling changes and/or client concerns to the supervisor; notifies clients of changes and monitors employee performance in areas of dependability, responsiveness, timeliness, and client concerns
d. Participates in the evaluation and performance review of field staff
e. Verifies time records with schedules
f. Follows up with employees on scheduling problems encountered by the on-call staff

3. Participate in determining hiring needs
a. Minimizes substitution of employees and maximizes permanent coverage
b. Maintains adequate numbers of available on-call staff
c. Notifies Supervisor of staff needs
d. Meets with nursing and marketing staff to anticipate needed coverage (new clients’ increased needs)

4. Maintains confidentiality in all aspects of the job
a. Respect the confidentiality of information in client and employee records
b. Shares information in accordance with Agency policy
c. Protects documents in a manner that prevents unauthorized access

5. Performs job in compliance with agency policies and procedures as well as community and professional standards
a. Assures compliance with applicable state, federal, and if applicable, accreditation standards
b. Attends meetings and educational programs as required
c. Accepts responsibility for personal and professional development
d. Participates in the agency’s ongoing quality improvement activities
6. Performs other related duties and responsibilities as deemed necessary