Client Services & Scheduling Coordinator

Position SummaryThe Client Services & Scheduling Coordinator is responsible for overseeing employee timekeeping reconciliation, scheduling coordination, client billing setup, prior authorization processing, and maintaining accurate client and caregiver records. This position plays a key administrative and leadership support role by ensuring operational efficiency, compliance, and quality service delivery within the organization.Essential Duties and ResponsibilitiesTimekeeping & Payroll SupportReconcile employee clock-in and clock-out records daily for accuracy and completeness.Investigate and resolve missing, incorrect, or incomplete time entries.Monitor EVV (Electronic Visit Verification) and scheduling compliance.Communicate with caregivers and supervisors regarding attendance and timekeeping discrepancies.Ensure payroll-related records are accurate and submitted on time.Scheduling & Software ManagementCreate and manage caregiver schedules and client shifts.Update scheduling software with accurate client and caregiver information.Maintain knowledge and proficiency in company software systems, including scheduling, EVV, and billing platforms.Assist with resolving scheduling conflicts, shift coverage, and last-minute staffing needs.Client Billing & AuthorizationsSet up client billing information accurately within the system.Process and submit prior authorizations in a timely manner.Track authorization approvals, renewals, and expiration dates.Coordinate with insurance providers, case managers, and internal staff regarding billing and authorization needs.Documentation & ComplianceAudit client and caregiver profiles to ensure all required documentation is current and complete.Verify licenses, certifications, background checks, onboarding documents, and client records are maintained according to company policy and state regulations.Ensure compliance with HIPAA and confidentiality standards.Maintain organized electronic and physical records.Leadership & Administrative SupportAssist leadership and management with operational and administrative tasks.Support office workflow improvements and staff communication.Participate in team meetings and assist with special projects as assigned.Provide professional support to clients, caregivers, and community partners.QualificationsHigh school diploma or equivalent required; associate degree preferred.Previous experience in healthcare administration, scheduling, payroll, billing, or office management preferred.Experience with EVV systems, scheduling software, and billing platforms preferred.Strong organizational and multitasking skills.Excellent communication and customer service abilities.Strong attention to detail and problem-solving skills.Ability to work independently and collaboratively in a fast-paced environment.Proficiency in Microsoft Office, Google Workspace, and office technology.Skills & AbilitiesAbility to manage confidential information professionally.Strong leadership support and team coordination skills.Knowledge of healthcare documentation and compliance standards preferred.Ability to prioritize tasks and meet deadlines.Professional phone etiquette and communication skills.Work EnvironmentOffice-based position with frequent computer and phone use.May require communication with caregivers, clients, insurance representatives, and leadership throughout the workday.Reports ToAdministrator / Office Manager / Operations Manager