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Title: Private Pay Staffing Coordinator 

Reports To: Director, PCA/HHA Staffing Coordination

Supervises: N/A

$58-$65k annually

JOB SUMMARY:

The Private Pay Staffing Coordinator is responsible for managing caregiver staffing operations for private pay clients, ensuring appropriate caregiver placement and maintaining consistent, high-quality service delivery. This position oversees caregiver coordination, scheduling support, employee communication, and staffing solutions to meet the individual needs of private pay clients and their families.

The Private Pay Staffing Coordinator will work closely with Private Pay leadership, intake, scheduling, recruitment, caregivers, clients, and families to ensure staffing needs are addressed efficiently and proactively. This individual will serve as a key point of contact for caregiver assignments, availability, schedule changes, and staffing concerns while ensuring an exceptional client experience.

The ideal candidate will have experience in home care staffing, private duty services, caregiver coordination, and client relationship management. The goal of this role is to maintain reliable caregiver coverage, support client retention, and ensure private pay clients receive dependable and personalized care

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage daily staffing needs for private pay clients and ensure appropriate caregiver coverage.
• Coordinate caregiver placements based on client preferences, care needs, schedules, and geographic location.
• Partner with Private Pay Intake and Operations teams to ensure smooth transition of new clients into services.
• Communicate with clients and families regarding staffing needs, caregiver introductions, schedule updates, and service concerns.
• Maintain strong relationships with caregivers to support engagement, availability, and retention.
• Assist with caregiver recruitment efforts to support private pay staffing demands and open cases.
• Coordinate caregiver onboarding requirements, including required documentation, training, and compliance completion.
• Monitor staffing schedules and proactively address coverage gaps, call-outs, and caregiver availability issues.
• Collaborate with scheduling teams to ensure accurate assignments and timely staffing changes.
• Maintain accurate records of caregiver availability, assignments, client preferences, and staffing activity.
• Assist with resolving client and caregiver concerns while escalating issues appropriately to leadership.
• Track staffing metrics, open cases, caregiver utilization, and coverage trends.
• Communicate updates and staffing reports to Private Pay leadership.
• Partner with payroll to ensure accurate reporting of caregiver hours and staffing changes.
• Ensure compliance with company policies, HIPAA regulations, and applicable employment requirements.
• Provide exceptional customer service to private pay clients, families, and caregivers.

• Proven experience as a Staffing Coordinator, Scheduler, Care Coordinator, or similar position.
• Experience working in private duty home care, home care staffing, healthcare operations, or a related environment preferred.
• Knowledge of caregiver staffing practices and home care operations.
• Experience coordinating PCA/HHA caregivers preferred.
• Strong customer service and relationship management skills.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication, problem-solving, and decision-making skills.
• Ability to work independently while collaborating with multiple departments.
• Maintains professionalism and confidentiality when handling client and employee information.
• Bachelor’s degree in Healthcare Administration, Business Administration, Human Resources, or related field preferred.

Requirements:

• Ability to coordinate multiple client staffing needs simultaneously.
• Strong attention to detail and ability to follow through on assignments.
• Ability to build and maintain positive relationships with clients, families, caregivers, and internal teams.
• Proficient computer skills and ability to utilize scheduling, HRIS, and database systems.
• Excellent written and verbal communication skills.
• Demonstrated ability to problem solve and provide timely solutions.
• Ability to work in a fast-paced, client-focused healthcare environment.
• Commitment to providing an exceptional private pay client experience.

Work Environment:

• Ergonomic workspace
• Ambient interiors
• Organized office plan
• Hygienic environment
• Employee satisfaction
• Staff loyalty
• Employee empowerment
• Career growth

Always Compassionate Health is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Always Compassionate Health are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, creed, national, social or ethnic origin, political viewpoint, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, protected veteran status, citizenship status when otherwise legally able to work, or any other status protected by the laws or regulations in the locations where we operate.

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