Home Care Scheduler - REMOTE - AP010

Department: Customer Service and Client Relations
Work Arrangement: Fully Remote
Job Type: Independent Contractor, Full-time
Work Schedule: US Time Zone (candidate expected to be flexible with the client's preference, typically EST/PST business hours)

Locations: Philippines, LATAM (Mexico, Colombia, Argentina, Brazil), South Africa, Kenya, and other remote regions with excellent English communication skills

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: Watch here

Why Work with Us?

At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, make an impact, and build a long-term career. We believe in creating environments where your potential is recognized, your voice matters, and your success is tied to meaningful work—not short-term perks. Joining Pearl means stepping into opportunities that challenge you, support you, and set you up for lasting success.

Role Overview

The Home Care Scheduler serves as the operational nerve center, ensuring seamless client care by efficiently managing and coordinating caregiver schedules, patient appointments, and healthcare provider coordination. This role is not a typical call center position—you'll handle complex scheduling challenges across home care agencies, anticipate problems before they escalate, and serve as a vital communication link between clients, caregivers, healthcare providers, and agency staff. Working with AI-enhanced platforms and traditional scheduling systems, you'll step in when human judgment and problem-solving are essential. You'll manage high-volume operations, including caregiver call-outs, coverage gaps, provider outreach, and clinical consultations while maintaining accuracy and delivering consistent, high-quality home care services.

Your Impact

Your scheduling excellence will directly impact patient care quality, client satisfaction, and operational efficiency across home care agencies. By ensuring reliable caregiver coverage and resolving scheduling conflicts in real-time, you'll prevent service disruptions that could compromise vulnerable patient populations. Your proactive approach to identifying coverage gaps will enhance continuity of care for clients who depend on consistent support. Through strategic provider coordination and persistent follow-up, you'll accelerate patient access to life-saving medications and clinical consultations. Your ability to manage 75+ clients and 300+ hours of schedules will maximize caregiver utilization while maintaining work-life balance for care teams. Your attention to detail in documentation will prevent missed calls, billing errors, and compliance issues.

Core Responsibilities

Caregiver & Patient Scheduling Management (70%)

• Assign caregivers to clients based on needs, skills, location, and availability with strategic planning for gaps
• Manage caregiver schedules including call-outs, no-shows, and last-minute absences to ensure continuous coverage
• Handle real-time scheduling adjustments for emergencies and urgent client needs
• Coordinate schedules between patients, caregivers, and clinical teams across multiple time zones
• Schedule patients for clinical consultations with pharmacy partners and healthcare providers
• Manage complex scheduling for 75+ clients and 300+ hours of care delivery weekly
• Communicate schedule changes to caregivers and clients promptly and professionally
• Offer shift incentives for hard-to-fill assignments and optimize caregiver utilization
• Confirm and document all appointments, reschedules, and follow-ups accurately
• Proactively identify coverage gaps and resolve scheduling conflicts before they impact care
• Assist with onboarding new clients into scheduling systems with clear guidance

Provider Outreach & Healthcare Coordination (15%)

• Conduct high-volume outreach to physician offices via phone, email, and online fax
• Coordinate with healthcare providers and pharmacies to secure signed Collaborative Practice Agreements (CPAs)
• Explain CPA purpose and processes to medical staff with clear, confident communication
• Persistently follow up on unsigned agreements using standardized scripts and sequences
• Handle inbound and outbound scheduling calls and texts from caregivers, clients, and agencies
• Speak professionally with physicians, clinic staff, and healthcare providers
• Coordinate between physician, pharmacist, and patient to streamline care timelines
• Escalate unresponsive or rejecting providers to appropriate U.S. team members

System Management & Documentation (10%)

• Maintain scheduling software (WellSky, AxisCare, ClearCare, or similar) with accurate caregiver-client information
• Use EMR systems and proprietary AI-enhanced platforms for scheduling coordination
• Document all communications, updates, and status changes accurately in CRM systems
• Track caregiver availability, backup schedules, and client preferences systematically
• Maintain clean, up-to-date records for every provider, patient case, and scheduling transaction
• Log all provider communications and CPA status accurately to prevent service disruptions
• Ensure smooth handoffs across shifts maintaining 24/7 coverage continuity

Financial Management & Bookkeeping (3%)

• Keep financial records updated in QuickBooks including auditing and reconciling reports
• Manage accounts payable and verify caregiver timesheets for accurate payroll processing
• Ensure timely invoicing and payment collection from clients
• Prepare profit & loss statements and maintain financial documentation

Problem-Solving & Process Improvement (2%)

• Resolve scheduling conflicts, caregiver disputes, and coverage emergencies efficiently
• Act as main contact for caregivers handling availability, assignments, and policy updates
• Address client inquiries with professionalism and prompt resolution
• Provide feedback and suggestions to improve scheduling processes and platform functionality
• Proactively identify bottlenecks or inefficiencies in outreach and scheduling workflows
• Recommend improvements or new SOPs to streamline operations
• Collaborate with teammates to share learnings and best practices
• Submit weekly activity and performance reports to operations teams

Must-Haves (Required)

• Experience: 1-2+ years as Home Care Scheduler, Patient Care Scheduler, Patient Care Coordinator, or in U.S. healthcare operations/patient coordination roles
• Healthcare Background: Experience in home care, healthcare, senior care, or U.S.-based healthcare settings
• Scheduling Software: Experience using scheduling platforms (WellSky, AxisCare, ClearCare) and EMR/EHR systems
• Capacity Management: Ability to manage 75+ clients and 300+ hours of schedules efficiently
• Communication: Excellent written and verbal English communication with clear, confident delivery
• Provider Interaction: Proven experience speaking with physicians, clinic staff, and healthcare providers professionally
• Tech Proficiency: Tech-savvy and quick to learn new platforms; comfortable with AI-driven scheduling tools
• Problem-Solving: Strong critical thinking and ability to resolve urgent scheduling conflicts in real-time
• Detail-Oriented: Persistent and detail-oriented with thorough follow-up and accurate tracking
• Time Management: Strong organizational and time management skills managing multiple priorities
• Remote Work: Past experience working with U.S.-based teams in fully remote setup
• Independence: Thrives in remote settings with minimal hand-holding; self-motivated and proactive

Nice-to-Haves (Preferred)

• Familiarity with HIPAA compliance and caregiver credentialing processes
• Background in financial and project management
• Experience with QuickBooks and P&L preparation
• Understanding of Activities of Daily Living (ADLs) and care requirements
• Knowledge of caregiver matching protocols and care plan implementation
• Experience working with AI-enhanced or proprietary scheduling platforms
• Spanish language proficiency for bilingual patient/provider support
• Background in high-volume call center or contact center operations
• Experience with CRM systems (Telescope, Salesforce, HubSpot)
• Familiarity with online fax tools, Google Sheets, Slack, and WhatsApp
• Understanding of clinical workflows and medication access programs

Tools Proficiency

Must-Haves (Required)

• Scheduling Software: WellSky, AxisCare, ClearCare, or equivalent home care scheduling platforms
• EMR/EHR Systems: Electronic medical record platforms
• Communication: Phone systems, email (Gmail/Outlook), video conferencing (Zoom)
• Documentation: Google Workspace or Microsoft Office Suite
• CRM Systems: Experience with customer relationship management platforms

Nice-to-Haves (Preferred)

• Financial Software: QuickBooks or accounting platforms

• CRM Platforms: Telescope, Salesforce, HubSpot, or similar systems

• Collaboration: Slack, Microsoft Teams, WhatsApp for team coordination

• Fax Tools: Online fax systems for healthcare document transmission

• Spreadsheets: Advanced Google Sheets or Excel for data tracking

• Project Management: Asana, Trello, or workflow tracking tools

• AI Platforms: Proprietary AI-enhanced scheduling and coordination tools

• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote — work from anywhere

• Generous PTO: In accordance with company policy

• Direct Mentorship: Access to global industry leaders

• Learning & Development: Continuous growth resources

• Global Networking: Work with international teams

• Health Coverage (Philippines only): HMO after 3 months (full-time)

Our Recruitment Process

1. Application
2. Skills Assessment
3. Initial Screening
4. Top-grading Interview
5. Client Matching
6. Job Offer
7. Onboarding

Ready to Join Pearl Talent?

If you're a driven professional ready to work with exceptional founders building the next generation of world-class companies, we'd love to meet you. Apply now to unlock opportunities where your growth, impact, and success are our top priorities.