Home Care Scheduler - Bilingual English / Cantonese required

PACE Program - LIFEWAYS San Francisco, California


You may think “old” when you think of Institute on Aging because we offer services for elders and are a 40+ year institute…. but you wouldn’t be more wrong. While we do have a long-standing history in the Bay Area, IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission.

The Lifeways Community Service Department is seeking a Community Services Scheduler to join its team in San Francisco. The hours for this position are Monday - Friday from 6:30 a.m. - 3:00 p.m.

The Community Services Scheduler is responsible for the scheduling and coordination of Home Care Services including all home care worker visits as requested by the Home Care Nurses, Community Services Supervisor and/or Community Services Manager and in accordance with the plan of care.

On Lok Lifeways pioneered the model of care known as "Program of All-inclusive Care for the Elderly" or PACE. Institute on Aging operates a PACE Center in the Richmond District of San Francisco. PACE allows seniors who are ill or disabled to live in their own home, whether home is a family residence, apartment, retirement village or hotel room.

IOA’s PACE Center is a lively place where participants have access to medical care, social activities, exercise and meals. Participants may attend our PACE Center one to five days a week, based on the team’s recommendations and the senior’s needs and interests.  IOA’s staff members are sensitive to the needs and changes of each participant's health and emotional state. This comes from many decades of experience in senior care.




  • Schedules Healthworker-Home Care Worker (HCW) visits to participant’s homes based on requests from Home Care Nurses and the Community Services Supervisors, in accordance with the participant’s plans of care.
  • Coordinates visits, considering the qualifications of the HCW and the participants level of care.
  • Match the skills of the HCW with the needs of the participants.
  • Match availability of the HCW with the schedule of the participant plan of care instead of changing to plan of care to match HCW availability.
  • Consider the area in which the participant lives and when possible schedule HCWs who live in the same vicinity.
  • Coordinates the time of the visit in conjunction with transportation pick up and drop off times and accounts for travel time to and from participant’s homes.
  • Ensures the HCW takes a 30-minute break after five hours of work (which includes travel time).
  • Creates a two-week schedule for both participants and HCW from the participants care plan.
  • Change schedule as indicated by participant’s need and to ensure appropriate time for care needs.
  • Schedules casual or part-time staff to cover for regular assigned staff on scheduled days off.
  • Obtain Manager approval when overtime is indicated by limited availability of additional HCWs.
  • Reassigns daily visits if a staff member cannot conduct visits as scheduled. Inform HC RN and Manager when visits cannot be rescheduled.
  • Reviews the time-off calendar in Outlook and ensures CSS updated availability in Procura with the staff’s days off.
  • Monitor emails from IDT indicating when participants are away from their home due to hospitalizations, vacation, or other planned days that participants are away and update this information in Procura.
  • Reviews email to determine participant’s changing needs day-to-day, for example: hospital stays, change in care plans, etc.
  • Be proactive in modifying the schedule to ensure accuracy at all times.


  • Answers telephones as needed, directs calls to other staff as appropriate, and provides information and assistance to callers if indicated.
  • Documents telephone conversations with participants and employees either in Procura or in EHR as indicated.
  • Notifies participant and/or primary caregiver in advance of changes to the schedule.
  • Notifies the participant and family when there is an unexpected staffing change or a change of the scheduled visit time.
  • Notifies the Healthworker when a participant cancels a visit or if the participant’s status changes. Update such changes on the Healthworkers schedule and puts in their box and/or email the updated copy.
  • Review Administrator-On-Call logs for updates needed to schedule/Procura and to monitor participant changes. Work with CSS and/or HC RN on changes needed.
  • Notifies the HCW when a participant moves; updates new address in home care files as well as Procura.



  • Monitors email and other communication and update HCW as needed. Request Home Care RN and/or Community Services Supervisor to update Home Care Plans as needed.
  • Update HCWs on care plan changes, lock box codes when CSS not available to do so.
  • Participates in Home Care Team meetings and contributes to promote quality home care services to participants.
  • Provide prompt reporting to IDT Re: HCW reporting participant status update (e.g. participant health status changes, medication management issues, cancellations).




  • Provides information to the Community Services Supervisors to assist in the evaluation of the HCW’s reliability, availability, flexibility, and punctuality.
  • Participates in the initial orientation and ongoing education of Healthworker. Assist with reminders regarding participant care plans, address, reporting.
  • Provides on-call coverage on a rotational basis, including holidays and weekends.
  • Informs Community Services Supervisor re: worker refusals and issues with staff and/or participants.
  • Accepts and performs all other reasonably related duties as assigned


  • High School Diploma; some college preferred.
  • Experience in a health-related field. Home Care and/or scheduling experience preferred.
  • Ability to communicate effectively with interdisciplinary team, HCW, participants and/or their families.
  • Creativity and Problem-solving skills.
  • Excellent organization skills.
  • Self-directed with the ability to work with moderate supervision.
  • Proficiency in Microsoft Word, Excel and Database management.
  • Flexibility, patience and detail oriented to work in busy, fast-paced team environment.
  • Must have one (1) year experience working with frail or elderly population.


  • Associate’s Degree
  • One (1) year experience in Home Care and/or Scheduling
  • Ability to communicate and speak clearly in English
  • Bilingual in Spanish or Cantonese


  • Ability to lift up to lift, transfer, push/pull, maneuver, and reposition 35 lbs.
  • Ability to reach, bend and walk
  • Five finger manipulation

We encourage you to learn more about IOA by logging onto ioaging.org IOA reserves the right to revise job descriptions or work hours as required.

Institute on Aging is an Equal Opportunity Employer. Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law.

 Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records