Staffing Coordinator, Healthcare

Location:

New York

Position Summary

The PDN Coordinator is a core member of the GNY Coordination team, responsible for managing the daily scheduling and logistical operations that ensure uninterrupted Private Duty Nursing (PDN) services. Coordinators serve as the central point of contact for nurses, families, and clinical leadership, maintaining real-time oversight of staffing, shift coverage, and compliance alignment for active and pending cases. The role requires a high degree of urgency, responsiveness, and clear communication to support the delivery of safe, high-quality home care across New York and New Jersey.

Essential Duties and Responsibilities

• Schedule nurses for all active and pending PDN cases, matching authorization, appropriate licensure, availability, and patient needs.
• Maintain and update shift schedules in Kan Time and other internal platforms, ensuring accuracy and consistency across systems.
• Proactively manage same-day call-outs and coverage gaps, working quickly to secure backfill and communicate changes to all stakeholders.
• Serve as a primary contact for nurses and families regarding scheduling, shift updates, and case logistics.
• Communicate professionally with field staff, patients, and internal departments, escalating issues to RCM or Clinical team as needed.
• Confirm all nurses assigned to shifts are active in Kan Time before being scheduled.
• Track and respond to incoming emails, calls, and voicemails promptly and thoroughly, documenting all actions taken.
• Track and manage caregivers availability and overtime status.
• Update software system with client and caregiver notes as needed.
• Monitor missed clock-ins and clock-outs.
• Adhere to confidentiality, state, federal, and HIPAA laws and guidelines with regards to patient’s records.
• Run pre-billing reports and make corrections daily, escalating issues to RCM.
• Escalate and provide support for urgent and high-priority cases.
• Assist in preparing case-specific reports, updates, or audits as requested by RCM and leadership.
• Report and notify any disciplinary actions to HR and RCM.

Qualifications Required

• High school diploma or equivalent
• Minimum 1 year of experience in healthcare coordination, scheduling, or administrative operations
• Strong communication and interpersonal skills
• Proficiency in Microsoft Office, Google Workspace, and database entry
• Ability to multitask in a fast-paced, time-sensitive environment

Preferred

• Familiarity with Kan Time or similar scheduling/EMR platforms
• Prior experience in home healthcare or PDN services
• Bilingual (Spanish, Russian, Haitian Creole, or Mandarin)

Competencies

• Strong sense of urgency and ownership
• Professional and compassionate communicator
• Highly organized with strong attention to detail
• Reliable and accountable under pressure
• Team player with flexibility to support rotating coverage needs