Scheduler & Medical Records Coordinator

Southwest General Health Center is a 352-bed community hospital located in Middleburg Heights, Ohio. One of the last standing community hospitals in Northeast Ohio, we partner with University Hospitals and other local community organizations to provide a full range of services to all who need us. We are certified as a Level III Trauma Center and a Primary Stroke Center, and have been serving our community for over 100 years!

At Southwest General, we believe in the power of teamwork, creating a family-like environment, ensuring a work-life balance, and providing meaningful work to make a real difference in people's lives.

We value our employees as much as our patients, offering a supportive work culture that encourages growth, development and collaboration. We're committed to building a team that works together, supports each other, and ultimately, saves lives every day.

At Southwest, you are family.

Scheduler & Medical Records Coordinator (located at our Residential Hospice location in Strongsville)

Position summary:

The Scheduler & Medical Records Coordinator is responsible for coordinating patient visit schedules and maintaining a complete and compliant medical records program for the hospice program, and related services.

This role ensures accurate scheduling of clinical staff, proper documentation in the electronic medical record (EMR), regulatory compliance, medical record integrity, and effective communication among staff, patients, families, and external partners in accordance with company standards and federal, state, and local regulations.

Minimum Requirements

Education:

• High school diploma or equivalent required.
• Post-secondary education in healthcare administration, medical records technology, or related field preferred.
• Graduate of an approved course for medical records technology preferred.

Required length and type of experience:

• Minimum two (2) years of staff scheduling experience preferred.
• One (1) year experience in medical records in a healthcare setting preferred.
• Experience in home health, hospice, or medical office management preferred.
• Proficiency with electronic medical records (EMR) required/preferred.
• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and internetuse required.
• Demonstrated ability to manage multiple priorities simultaneously.

Below are the duties and responsibilities for this position.

1. Operations Management & Scheduling

• Uses the EMR system to prepare and maintain patient schedules according to physicians' orders and supervisor direction.
• Routes and assigns field staff in geographic zones to minimize drive time and maximize productivity.
• Adjusts schedules based on staff availability and patient needs.
• Processes schedule requests, frequency changes, add-on disciplines, missed and declined visits.
• Schedules full certification periods at initiation and processes recertifications.
• Enters patient information for admissions and schedules services accordingly.
• Reviews scheduling notifications and coordinator notes.
• Designates correct billing codes for visits.
• Assists with insurance reauthorizations as needed.
• Schedules on-call visits and arranges staffing coverage for evenings, weekends, and holidays as required.
• Prints and distributes staff itineraries.
• Tracks in-service education for staff as assigned.
• Attends case conferences and departmental meetings as requested.

2. Medical Records Management & Compliance

• Maintains current, complete, and accurate patient records in accordance with company standards and regulatory requirements.
• Reviews all records for completeness and accuracy.
• Ensures incomplete charts are returned to appropriate personnel for correction.
• Assists in assembling, coding, signing, indexing, and filing records appropriately.
• Ensures physician orders, face-to-face encounters, and required documentation are properly maintained in the EMR.
• Runs EMR reports to evaluate data entry accuracy and correct discrepancies.
• Maintains confidentiality and protects patient rights at all times.
• Advises Administrator regarding federal and state regulations related to medical records.
• Reviews and assists with updating department policies and procedures at least annually.
• Manages incoming electronic faxes and distributes appropriately.
• Conducts audits of scheduled visits through patient calls and documents findings.
• Maintains employee-related scheduling records and tracks unmade visits.
• Ensures medical records work areas remain clean, organized, and secure.

3. Communication & Customer Service

• Provides accurate and timely communication regarding scheduling and documentation.
• Responds to staff, patient, caregiver, and external partner phone calls.
• Notifies supervisors and external case managers of missed visits.
• Communicates with patients, caregivers, and discharge planners regarding status changes, including hospitalizations.
• Keeps staff informed of scheduling procedures and policy updates.
• Develops and maintains strong working relationships with employees and contracted staff.
• Participates in orientation, in-service training, and continuing education programs as requested.

4. Quality Assurance

• Monitors documentation and scheduling processes for regulatory compliance.
• Ensures adherence to established medical records and scheduling policies.
• Participates in quality improvement initiatives as directed.