Scheduling Coordinator

Job Title

Requires ability to multitask in a busy office environment. Must possess superior interpersonal and communication skills. Proficiency with scheduling large client loads and managing employee schedules is required. Must have good working knowledge of MS Office programs (Excel, Outlook, and Word) and personnel tracking software programs. Must be able to appropriately identify, refer or resolve new or potential employee or client complaints and possess knowledge of or experience with conflict resolution strategies. A background of providing in-home or institutional care to the elderly is strongly encouraged. Must be able to pass a federal level FBI background fingerprint check. This is an hourly, full-time position.

Essential Functions/Duties

1. Manage, direct, and coordinate all field staff employee and client schedules. Enter new client information into ClearCare.
2. Update schedules daily and make changes, as necessary:
   1. Ensure copies of updated schedules are printed and emailed for employees, as necessary.
   2. Review client cases and any employee issues with the HR Manager, Executive Director and/or Nursing Department as issues are identified.
   3. Maintain open communication with HR Manager and Executive Director regarding need for hiring more employees.
   4. Ensure proper authorizations are current based on Medicaid's payor source, Molina, as well as written authorizations from other funding agencies.
   5. Maintain a current list of all new clients; maintain list of hours scheduled/hours authorized.
   6. Ensure Care Plans are given to employees assigned to new clients.
   7. Enter new client schedules into ClearCare, as well as authorizations.
   8. Ensure authorizations are not exceeding limits and no caregivers are going into overtime.
   9. Route new client files to next department listed on the routing slip.
3. Accomplish new and/or current employee orientation to Care Plans and track employee performance:
   1. Enter follow-up of task in ClearCare within 1-2 weeks of initial caregiver placement with a new client by assigning client satisfaction survey to Care Coordinator to contact client.
4. Review new client assessments as directed by the Executive Director and/or Nursing Supervisor:
   1. Match new client services to current employee capabilities and update HR Manager or Executive Director of need for new employees when necessary.
   2. Receive electronic communication from Medicaid or other insurers on all new clients and discuss with the assessment nurse as soon as possible.
   3. Assign employees to new clients based on best estimates of competency, personality traits and/or the determined needs of the client.
   4. Instruct employees and/or new hires in specific information or knowledge of the in-home care services required as outlined in the appropriate Care Plan/s.
   5. Maintain current authorizations for clients and coordinate information with payor source.
5. Cover "after-hours" call, as scheduled by HR Manager, Regional Director or Executive Administrative Assistant and annotate all changes in ClearCare as they occur. Track any issues being reported by employees or clients and report them to the Executive Director, HR Coordinator or Nursing Department on the next duty day:
   1. If an emergency arises or other significant issue while on call, immediately notify the Executive Director, HR Manager and/or Nursing Supervisor, as appropriate, and follow any instructions provided.
   2. Annotate amount of time actively spent engaged in making scheduling changes, managing call-ins or issues reported by clients.
   3. Keep ClearCare system continuously updated with any changes made while on call.
   4. Maintain constant security and confidentiality of all client and/or employee information, to include, the safekeeping and security of any assigned electronic equipment, such as computers, handheld devices and/or phones.
6. Perform other duties, as assigned by management.

Tasks

1. Check authorizations daily to maximize clients' schedules and keep from exceeding the authorized hours.
2. Check caregiver hours daily to prevent overtime and to maximize requested hours from caregivers.
3. Ensure authorizations are tied to each scheduled shift, so billing does not get kick back when they run payroll.
4. Build each client's schedule monthly and on an as needed basis due to caregiver hour changes, authorized hour changes and personal requests that are made.
5. Answer phones to answer questions, adjust schedules, and keep communication open with client's and staff.
6. Check time off requests and adjust and notify clients as needed.
7. Update tracking of client hours, why they are not using them all, and who still needs staffed.
8. Watch for authorizations expiring and inform managers as needed.
9. Follow up with new caregivers within the first 2 weeks to ensure satisfaction once a new caregiver/client pair are together.
10. Send out notifications to the rest of office staff to keep communication open

Aaging Better In-Home Care