Overview

Healthcare Care Coordination and Scheduling Specialist Jobs in South Africa at Outsourcing To South Africa

Title: Healthcare Care Coordination and Scheduling Specialist

Company: Outsourcing To South Africa

Location: South Africa

Working Hours: 9am – 6pm EST

Budget: R17,000 – R20,000 based on experience

We are seeking an experienced and highly organized Healthcare Care Coordination and Scheduling Specialist to oversee complex scheduling operations across multiple locations and service lines. This role serves as a critical link between clients, clinical leadership, and staff, ensuring optimal resource allocation, continuity of care, and exceptional client experience.

The ideal candidate is highly solution-oriented, thrives in fast-paced environments, and has a proven ability to anticipate challenges, solve complex scheduling issues, and make informed decisions that balance client needs, staff availability, and operational requirements. This individual must be comfortable thinking on their feet, making sound real-time decisions, and responding quickly to unexpected staffing, scheduling, and client service challenges while maintaining professionalism and service excellence.

Strategic Staff & Client Scheduling Management

  • Manage and oversee daily scheduling operations for clinical staff across multiple locations and service areas.
  • Develop and maintain optimized schedules that maximize staff utilization while ensuring client coverage and continuity of care.
  • Proactively identify potential scheduling conflicts, staffing shortages, and coverage gaps, implementing solutions before service delivery is impacted.
  • Respond rapidly to same-day call-outs, client cancellations, schedule changes, and emergency coverage needs, making effective decisions under pressure.
  • Address last-minute changes, cancellations, and staffing challenges with a calm, solution-focused approach.
  • Quickly assess available resources and determine the best course of action to maintain client services with minimal disruption.
  • Coordinate therapist and clinician assignments based on availability, qualifications, client needs, location, and travel requirements.
  • Monitor staffing capacity and forecast scheduling needs to support business growth and operational demands.
  • Collaborate with leadership to implement scheduling strategies that improve efficiency, productivity, and service delivery.

Client Relationship & Care Coordination

  • Serve as a primary point of contact for clients, families, and caregivers regarding scheduling matters.
  • Ensure clients receive timely communication regarding appointment changes, therapist availability, and service updates.
  • Handle complex scheduling concerns and service disruptions with professionalism, empathy, and a proactive problem-solving mindset.
  • Act as a trusted resource during scheduling emergencies, confidently managing client expectations while identifying workable solutions.
  • Build strong professional relationships with clients and families through clear communication and a commitment to finding practical solutions.
  • Work closely with Clinical Managers and Operations teams to ensure continuity of care and client satisfaction.
  • Escalate and resolve challenges efficiently while maintaining a high standard of customer service.

Staff Coordination & Workforce Management

  • Partner closely with clinical staff to manage availability, leave requests, schedule preferences, and coverage requirements.
  • Act as a trusted scheduling resource for clinicians by providing guidance and resolving scheduling-related concerns.
  • Evaluate scheduling challenges from multiple perspectives and identify creative solutions that balance operational needs with employee engagement.
  • Exercise sound judgment when faced with competing priorities, balancing client care, staff wellbeing, and business requirements.
  • Make confident, real-time decisions when unexpected staffing shortages or service disruptions arise.
  • Identify opportunities to improve workforce allocation, reduce downtime, and enhance schedule efficiency.
  • Support onboarding efforts by integrating new staff into scheduling systems and caseload assignments.
  • Assist leadership with workforce planning initiatives and staffing recommendations.

Problem-Solving & Decision-Making

  • Highly solution-oriented with a proactive approach to identifying and resolving challenges.
  • Strong critical thinking and analytical skills with the ability to assess situations quickly and make sound decisions.
  • Exceptional ability to think on your feet and adapt to changing circumstances in a fast-paced healthcare environment.
  • Comfortable making real-time operational decisions when information is incomplete or circumstances are rapidly evolving.
  • Ability to remain calm under pressure and effectively prioritize urgent issues while maintaining service quality.
  • Demonstrated ability to think creatively and strategically when addressing complex scheduling and operational issues.
  • Comfortable working independently and taking ownership of problems through to resolution.
  • Proven ability to identify multiple potential solutions, evaluate risks, and implement the most effective course of action.

Experience

  • 3–5+ years of experience in healthcare, medical, behavioral health, home health, therapy, or clinical scheduling environments.
  • Demonstrated experience managing complex, multi-site scheduling operations.
  • Experience working directly with clients, families, healthcare providers, and clinical teams.
  • Proven success in navigating scheduling challenges and delivering solutions in high-volume environments.

Technical Skills

  • Advanced proficiency with scheduling, workforce management, EMR, EHR, or practice management systems such as CentralReach.
  • Strong working knowledge of Microsoft Office Suite, Google Workspace, and reporting tools.
  • Comfortable analyzing scheduling data and translating insights into actionable recommendations.

Communication & Relationship Management

  • Exceptional written and verbal communication skills.
  • Ability to communicate professionally and confidently with clients, families, clinicians, and senior leadership.
  • Strong conflict resolution, negotiation, and stakeholder management skills.
  • Ability to remain calm and professional when managing competing priorities and urgent situations.

Core Competencies

  • Solution-Oriented Thinking
  • Real-Time Problem Solving
  • Critical Thinking & Rapid Decision Making
  • Strategic Scheduling & Workforce Planning
  • Adaptability Under Pressure
  • Client Relationship Management
  • Operational Excellence
  • Stakeholder Management
  • Process Improvement
  • Resilience & Agility
  • Time Management & Organization
  • Leadership & Collaboration

Apply

Upload your CV/resume or any other relevant file. Max. file size: 800 MB.