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.

About You

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!

About the Role

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.

Key Responsibilities

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

Qualifications

1+ year of scheduling, dispatch, coordination, or call center experience (home care, home health, or healthcare preferred)
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

Requirements

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

Work Setup

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

Benefits

💰 Competitive Base Pay:$6.50/hr for the first 6 months. (Among the highest in the homecare industry)

❤️ Make a Difference: Help ensure clients receive the best care possible.

🚀 Growth Opportunities: Room to advance and learn as we grow.

🤝 Supportive Team: We value collaboration, compassion, and a good laugh.

💻 Remote Flexibility: Work from anywhere with your own reliable device and stable internet connection.

Ready to Be a Hero?

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.

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Helper Heroes is a Philippines-based virtual assistant staffing agency that supports U.S. home care businesses with reliable, trained remote talent. We help clients hire for key roles like recruiting, scheduling, billing, admin, and care coordination—so agency owners can focus on growth and client care.