Health Information Coordinator / Scheduler

The HIM / Scheduler has primary responsibility and accountability for scheduling of all disciplines on the electronic software system, maintaining accurate patient records for billing purposes, supply inventory, oversight of the site's HIPAA compliance, and other related clerical duties, and backup telephone responsibilities.

Essential Job Functions/Responsibilities

• Completes requested schedule task in HCHB according to St Croix Hospice scheduling guidelines and caregiver optimization standards.
• Has the responsibility for scheduling all field staff and communicating with staff, patients, and physicians to maintain proper care coordination and continuity of care.
• Completes requested schedules for all add-ons and applicable orders as follows
  • Schedules discharge visits / OASIS collection, or recert visit following care conference when task appears on screen.
  • Reschedules declined or missed (if appropriate) visits
  • Process reassigned and rescheduled visits
• Ensures supervisory visits are scheduled according to St Croix Hospice protocol.
• Manages schedules for all patients. Edits schedule for staff absence, ensuring patients are informed and reassigned timely.
• Communicates all schedule changes to the Clinical Supervisor and staff member affected by the change.
• Works on scheduling by geographic areas. Utilizes the maps provided in R2 to ensure field staff are in close proximity to all of their patients. Run the unmapped address report weekly.
• Address missed visits, especially therapy visits. Reschedule the missed visits whenever possible.
• Maintains on call notebook according to on call procedure.
• Maintains the client hospitalization log, including entering coordination notes three times weekly in HCHB, and sending electronic log to area manager.
• Runs all scheduling reports.
• Prepares monthly and weekly schedules. Performs initial review of weekly schedule for productivity / geographic issues and forwards to DPS for approval prior to distribution to staff.
• Assists with internal transfer of patient between branch offices
• Files all elements of patient records on a daily basis.
• Date stamps all clinical notes on a daily basis.
• Receives and routes daily incoming mail.
• Prepares daily outgoing mail.
• Maintains current log of interim orders and plans of care (POCs) to verify mail and return date to comply with state and federal regulations.
• Responsible for managing and enforcing information security directive mandated by the Health Insurance Portability and Accountability Act (HIPAA)
• Perform ongoing information risk assessments and audits to ensure the information systems are adequately protected and meet HIPAA certification requirements.
• Lead information security awareness and training initiatives as directed by the Director of Information Services to educate workforce about information risks.
• Maintains adequate inventory of medical supplies/items needed to provide appropriate patient care, notifies the supervisor when inventory needs to be restocked.
• Maintains adequate supply of patient's clinical record elements and stock of pre-made clinical records available for clinicians.
• Answers telephone lines promptly and efficiently. Responds to message content appropriately, as instructed by the director. Records telephone calls onto Call Log.
• Processes travel and expense vouchers for the organization.
• Processes new patient referral information into the computer system on a timely basis.
• Tracks verification for all skilled services.
• Coordinates and verifies clinical documentation for input, i.e., 485-486 forms (Admission through Discharge).
• Special projects and other related duties as assigned by Director of Patient Services.
• Printing out various reports for the management staff.
• Printing, filing and sending physician orders
• Maintaining and tracking orders to ensure timely return or follow up on orders
• Printing visit notes and supplying to the clinical staff to take to facilities.
• Preparing the Agenda for IDG
• Setting up IDG conference room prior to IDG

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

We offer amazing benefits including growth opportunities! We have opportunities both locally and regionally and many of our leaders have grown from within the company and truly understand how vital each role is in creating quality care.

• The opportunity to work 1-1 with our patients, impacting their life and their families.
• Two medical plan choices
• Dental, vision and life insurance benefits
• Customized Mental Health Support Program
• Employee Assistance Program
• Paid time off and paid holidays
• 401k Retirement Plan with up to 4% employer matching
• Flexible Spending Account (FSA)
• Company-paid Basic Life Insurance, AD&D, Short Term and Long-Term Disability

• High school graduate or equivalent.
• Two (2) years data entry experience. Previous billing and computer experience, preferably in hospice or similar operation.
• Previous health care related billing experience.

Skills Required

• Excellent computer and data entry skills
• Strong verbal and written communication skills
• Strong commitment to customer service required.
• Proficient in the English language. Able to read, speak, and write English in a clear and concise manner required.