Office Manager/Scheduler

Company Overview

St. Barnabas Health System, Inc. has been dedicated to providing compassionate and comprehensive healthcare services since 1900. As one of the region's largest healthcare systems, we serve a diverse community by offering a full continuum of care, including home care services, with a focus on quality, affordability, and patient-centered support.

The Office Manager - oversees the daily administrative operations of the Homemaker Department, ensuring efficient scheduling, accurate intake and documentation, regulatory compliance, strong customer service, and effective communication among clients, families, caregivers, clinical staff, management, and community partners. This role combines intake coordination, scheduling oversight, client service coordination, staff support, documentation management, and office workflow leadership to promote high-quality, timely, and compliant home care services.

Essential Functions and Responsibilities:

• Oversees daily office operations for the Homemaker Department, including administrative workflow, communication, documentation, scheduling, and staff support.
• Receives, reviews, and coordinates new home care referrals, intake requests, service inquiries, and contract updates from clients, families, physicians, facilities, discharge planners, and community partners.
• Schedules required programs and services for Homemaker Companions, Home Health Aides, Certified Nursing Assistants, and other assigned staff based on client needs, care plans, staffing availability, skills, and service requirements.
• Communicates schedule changes, client updates, call-offs, shift coverage needs, and urgent staffing issues to caregivers, clients, families, managers, and directors in a timely and professional manner.
• Displays confidence and sound judgment when managing difficult scheduling needs, last-minute changes, interdepartmental requests, and competing priorities.
• Serves as a liaison between clients, families, caregivers, office staff, clinical staff, billing personnel, and leadership to support continuity of care and client satisfaction.
• Effectively manages and communicates changes in resident or client needs as updates are made to contracts, service plans, plans of care, or staffing requirements.
• Maintains accurate client charts, employee files, documentation, filing systems, and electronic records in accordance with company guidelines, HIPAA requirements, regulatory standards, and best practices.
• Conducts semiannual chart audits and supports ongoing compliance reviews to ensure records are complete, accurate, current, and properly maintained.
• Maintains compliance with employee files, including required documentation, training records, credentials, certifications, and other employment-related requirements as assigned.
• Reports changes in client status, service requirements, staffing concerns, documentation issues, client complaints, or potential compliance concerns to the Director promptly.
• Ensures schedules are accurately communicated and distributed to staff, clients, and families as appropriate.
• Manages on-call and after-hours needs as assigned, including urgent schedule changes, client concerns, and escalation to leadership when needed.
• Supports onboarding, orientation, and communication for caregivers and office staff as assigned, helping ensure understanding of schedules, client expectations, documentation standards, and company procedures.
• Collaborates with billing, payroll, human resources, clinical leadership, and operations teams to ensure required information is complete, accurate, and submitted timely.
• Supports office policies, procedures, quality improvement initiatives, regulatory readiness, customer service standards, and efficient department operations.
• Performs clerical and administrative duties including filing, copying, faxing, scanning, data entry, supply coordination, report preparation, and other general office tasks.
• Performs other related duties as assigned by the Manager and Director.

Qualifications

• High school diploma or GED required; associate degree in healthcare administration, business administration, office management, or related field preferred.
• Minimum of two years of experience in home care, home health, healthcare administration, medical office coordination, scheduling, intake, or related administrative role preferred.
• Experience with caregiver scheduling, client service coordination, intake processes, documentation management, and healthcare office workflow strongly preferred.
• Working knowledge of HIPAA, client confidentiality, healthcare documentation standards, employee file requirements, and home care compliance expectations.
• Must have experience with Microsoft Office, office technology, electronic records or scheduling systems, email, phone systems, and social media or online communication tools as assigned.
• Strong organizational, time-management, problem-solving, and decision-making skills with the ability to prioritize competing demands in a fast-paced environment.
• Excellent verbal and written communication skills, professional phone etiquette, customer service orientation, and interpersonal skills.
• Ability to maintain confidentiality, handle sensitive client and employee information appropriately, and demonstrate professionalism with clients, families, staff, and community partners.

Office Manager Requirements:

• Ability to multitask while maintaining accuracy, professionalism, and attention to detail.
• Ability to build positive relationships with clients, families, caregivers, co-workers, referral sources, and community personnel.
• Ability to lead office workflow, support staff communication, and escalate concerns appropriately to management and the Director.
• Ability to remain calm and solution-focused when handling difficult scheduling situations, urgent requests, client concerns, or after-hours issues.
• Ability to learn and use company-specific software, scheduling platforms, electronic documentation systems, and reporting tools.
• Strong customer service mindset and commitment to supporting safe, reliable, compassionate, and compliant home care services.

Physical Requirements:

• Ability to lift up to 15 lbs.
• Ability to sit, stand, and walk for extended periods
• Occasional bending, stooping, or reaching