Care Coordinator / Scheduler

Job Description

Job Description

POSITION SUMMARY
The Patient Care Coordinator at Next Care Hospice serves as a vital administrative and organizational
link between patients, families, and the interdisciplinary care team. This is a non-clinical, administrative
role responsible for coordinating the logistics of patient care, managing scheduling, facilitating
communication, and ensuring that operational processes support the delivery of compassionate end-of-
life care. The Patient Care Coordinator plays an essential role in helping patients and families navigate
hospice services with ease, dignity, and confidence.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Care Coordination & Scheduling
• Coordinate and schedule visits for the interdisciplinary team, including nurses, social workers,
chaplains, home health aides, and volunteers
• Manage and maintain patient care schedules, updating records in real time to reflect changes in
patient status or team availability
• Communicate schedule changes promptly to all relevant staff and family contacts
• Coordinate intake logistics for new patients, including scheduling initial assessments and ensuring
required documentation is gathered
• Monitor patient visit frequency to ensure compliance with care plans and regulatory requirements
Patient Family Communication
• Serve as a primary point of contact for patients, families, and caregivers regarding non-clinical
questions, scheduling, and service logistics
• Facilitate warm, empathetic communication with families during emotionally sensitive circumstances
• Coordinate and relay non-clinical information between care teams and families, escalating clinical
concerns appropriately to nursing staff
• Follow up with families to confirm appointments, gather satisfaction feedback, and ensure service
delivery expectations are met

Administrative & Documentation Support
• Maintain accurate and up-to-date patient records in the Electronic Medical Record (EMR) system,
ensuring all administrative fields are complete
• Prepare and organize patient care documents, referral packets, and authorization paperwork
• Track certifications, plan of care renewals, and required documentation timelines to ensure
compliance
• Generate and distribute reports and summaries for team meetings and supervisory review
• Assist with Medicare/Medicaid and insurance verification processes in coordination with billing staff
Interdisciplinary Team Support
• Participate in interdisciplinary team (IDT) meetings by preparing agendas, taking notes, and
distributing follow-up action items
• Coordinate logistics for team huddles, care conferences, and family meetings
• Assist with onboarding new patients by ensuring care teams have all necessary information prior to
first visits
• Support the Director of Patient Services with special projects, reporting, and quality improvement
initiatives

Supply & Resource Coordination
• Coordinate ordering and delivery of non-clinical supplies and equipment as directed by the care team
• Liaise with DME vendors, pharmacy partners, and other external service providers to ensure timely
delivery to patients
• Track and follow up on outstanding orders and service requests

QUALIFICATIONS
Education & Experience
• High school diploma or GED required; Associates or Bachelors degree in healthcare administration,
business, or related field preferred
• Minimum 2 years of administrative or coordination experience in a healthcare setting required
• Prior experience in hospice, home health, or palliative care strongly preferred
• Experience with Electronic Medical Records (EMR) systems required

Knowledge, Skills & Abilities
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent verbal and written communication skills; ability to communicate with compassion and clarity
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams)
• Ability to maintain confidentiality and handle sensitive patient and family information with
professionalism
• Familiarity with hospice regulations, Medicare Conditions of Participation, or willingness to learn
• Bilingual (English/Spanish) a plus

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS
• Office-based position with potential for hybrid work arrangements based on operational needs
• Frequent use of telephone, computer, and office equipment
• Occasionally required to sit, stand, walk, and lift up to 15 pounds
• Must be able to work in a setting that regularly involves emotionally sensitive topics related to end-of-
life care

WHY JOIN NEXT CARE HOSPICE?
At Next Care Hospice, we believe meaningful work begins with a culture of compassion — for our
patients, our families, and our team. We offer:

• Health Insurance
• Paid time off, holidays, and sick time
• 401(k)
• Ongoing professional development and training opportunities
• A supportive, mission-driven work environment where your contributions make a difference every day