Scheduling Specialist

Position Summary The Schedule Specialist is responsible for managing patient referrals and visit schedules. This person assigns home visits and other services for field staff and assists with the coordination of care. This person works under the direction of the Clinical Manager to ensure the proper utilization of clinical resources to maximize care center capacity and utilization guidelines. Responsible for scheduling and communicating with field staff, patients, and Clinical Manager regarding scheduling of patient services. Essential Responsibilities and Duties Ensure patient assessment visits including all Oasis visits are scheduled and performed timely. Prepare weekly clinician schedules. Review clinician schedules daily or more frequently as needed to determine capacity opportunities and ensure productivity standards are being met. Utilize EMR and scheduling tools to efficiently schedule all visits with field staff considering business needs, patients' needs and employee needs. Process workflow for scheduled, missed, rescheduled, reassigned, declined, and delivered visits. Ensure clinicians are assigned and scheduled in the most efficient geography, maximizing clinician efficiency, utilizing the lowest possible discipline, matching skill with required care, and optimizing clinician capacity. Communicate daily with field staff regarding any visits unaddressed in late, pending, or incomplete status for resolution as appropriate. Notify the Clinical Manager as needed. Manage calls from patients and field staff related to scheduling issues. Refer clinical and performance related issues to the Clinical Manager. Monitor hospitalized patients and ensure the team follows up as necessary. Complete requested schedules ensuring all orders and services (e.g., lab draw, supervisory visits, addon visits or disciplines, etc.) are included as required. Support the Clinical Manager and work collaboratively to ensure timely communication with patients, clinicians, referral sources, BD team and other office personnel. Run all applicable reports and respond to workflow by taking appropriate actions. Assist with internal or external transfer of patients between agencies and/or Hospice services. Maintain routine supply closet supplies, ensuring supplies are within expiration dates and packaged appropriately, and serve as liaison with the field for patient supply needs. Work effectively with frequent changes and interruptions. Maintain confidentiality in accordance with HIPAA and all other established laws, policies, procedures and standards of care. Perform other related duties and special projects as assigned. Qualifications / Requirements At least one (1) year of experience scheduling in a healthcare office setting, such as admissions, patient access, or intake, with experience in home health or hospice preferred. Demonstrated experience or ability to quickly learn and utilize an Electronic Medical Record (EMR) system. Familiarity with Homecare Homebase (HCHB) is a major plus. Basic knowledge of Medicare, Medicaid and commercial insurance plans and terminology related to eligibility and authorization. Strong understanding of medical terminology and documentation requirements. Knowledge of computer and electronic HRIS and EMR systems a plus. Detail focused and ability to set appropriate priorities among multiple demands. Knowledge of state and federal employment compliance regulations preferred. Positive, flexible, and caring personality who displays good judgment, inspires confidence, and handles confidential matters with discretion. Excellent listening skills and demonstrates professional empathy. Consistently demonstrates autonomy, organization, efficient time management, confidence, flexibility and cooperation in performing job responsibilities. Preferred Knowledge and Skills Excellent critical thinking skills and organizational abilities. Exceptional written, oral, and interpersonal skills and the ability to effectively interface with all staff. Comfortable analyzing information and dealing with complexity. Quickly and effectively identify and resolve problematic situations. Ability to handle confidential material in a reliable manner. Ability to perform several tasks concurrently with ease and professionalism. Ability to effectively prioritize workload in a fast‑paced environment. Strong attention to detail and accuracy. Proficiency with Microsoft Office Suite. Physical Demands and Working Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is in a home healthcare office setting; the job is performed at a desk in front of a computer. Requires heavy use of mouse and keyboard. Must have the reasonable ability to stand, walk, sit, use hands to finger, handle, grasp, feel, reach, talk, see, and hear. Must be reasonably capable of lifting up to twenty (20) pounds frequently. Work schedule may occasionally require evening, holiday, or weekend assignments. We are an equal opportunity employer committed to ensuring that all conditions and privileges of employment, including recruitment, hiring, evaluation, transfer, promotion, discipline, determination of compensation and/or benefits, and termination of employment, for all job classifications, are based on qualifications and work record. No employment decision is made, nor do we discriminate on the basis of race, color, religion, creed, sex/pregnancy, sexual orientation, gender identity, gender expression, age, national origin, ancestry, citizenship, veteran status, or disability. #J-18808-Ljbffr