Home Care Scheduler (CNA/PCA Services) - Cross-Trained in Medical Records

Job Description

Job Description

Who We Are:

We help our neighbors meet immediate needs and face long-term challenges. We steward our resources with transparency and efficiency. Together, we create a community where everyone is able to live with dignity and hope. Impelled by the love and teaching of Jesus Christ, while respecting the dignity and potential of all people, we collaborate to offer life-giving programs, advocate for the voiceless and empower the vulnerable to foster a just society . Catholic Charities Archdiocese of New Orleans (CCANO) has been an open door, a warm welcome, dry ground, a defending voice, and a hand up for generations of Louisiana residents. Our shared stories and strong roots help a diverse community stand tall together. Meeting the needs of the whole person is our continued commitment .

What You'll Do:

The Home Care Scheduler is responsible for coordinating and maintaining the daily schedules for Certified Nursing Assistants (CNAs), Personal Care Attendants (PCAs), participant home care services, and PACE Day Center attendance in accordance with the participant's individualized plan of care as approved by the Interdisciplinary Team (IDT).

The Home Care Scheduler serves as the primary point of contact for participants, caregivers, home care staff, and internal departments regarding home care scheduling needs. The Scheduler works collaboratively with the Home Care Manager, Center Manager, Director of Clinical Services, Transportation Department, and the Interdisciplinary Team (IDT) to ensure participants receive authorized home care services and Day Center attendance as scheduled while maintaining continuity of care.

The Scheduler adjusts staffing assignments and participant schedules in response to participant needs, staffing changes, call-ins, emergencies, hospitalizations, and other operational needs while ensuring timely communication with leadership and the IDT. The Home Care Scheduler is cross-trained in Medical Records and provides backup support for health information management functions as assigned, while home care scheduling remains the primary responsibility of the position.

Essential Duties and Responsibilities

• Coordinates and schedules all authorized Certified Nursing Assistant (CNA) and Personal Care Attendant (PCA) home care visits as approved by the Interdisciplinary Team (IDT).
• Coordinates participant attendance at the PACE Day Center in collaboration with the Center Manager, Transportation Department, and IDT.
• Maintains daily staffing schedules for home care staff to ensure participant needs are met efficiently and effectively.
• Makes timely schedule adjustments due to participant needs, hospitalizations, physician appointments, staffing shortages, employee call-ins, emergencies, or other operational changes.
• Coordinates coverage for open assignments and works with the Home Care Manager to minimize disruption in participant services.
• Communicates professionally and effectively with participants, caregivers, family members, home care staff, transportation staff, and members of the Interdisciplinary Team.
• Serves as a resource for participants and caregivers by providing clear information regarding scheduled home care visits and Day Center attendance.
• Works closely with the Home Care Manager, Center Manager, Director of Clinical Services, and Transportation Department to coordinate participant services.
• Collaborates with the Transportation Department to ensure participant transportation is coordinated with Day Center attendance and home care scheduling needs.
• Monitors daily schedules and proactively identifies scheduling conflicts or gaps in participant services.
• Communicates scheduling concerns, participant issues, staffing concerns, and service interruptions promptly to the Home Care Manager and/or Director of Clinical Services.
• Reports participant concerns, caregiver concerns, staffing issues, and changes affecting participant care during IDT meetings, morning meetings, or to the appropriate supervisor.
• Documents schedule changes, participant communications, staff assignments, and other required information accurately within the Electronic Health Record (EHR) and scheduling software.
• Maintains participant confidentiality in accordance with HIPAA, CMS PACE regulations, and organizational policies.
• Participates in daily morning meetings, IDT meetings, quality improvement activities, and departmental meetings as assigned.
• Assists with maintaining staffing schedules, productivity reports, and other scheduling metrics as requested.
• Supports emergency staffing needs during inclement weather, disasters, or other unexpected operational events.
• Performs other duties as assigned.

Cross-Training: Medical Records Responsibilities

• Provides cross-trained backup coverage for Medical Records/Health Information Management functions during absences, high-volume periods, or as assigned by leadership.
• Scans, uploads, and indexes participant documents into the Electronic Health Record (EHR) using the correct participant, document type, date, and record category.
• Reviews scanned and uploaded documents for completeness, legibility, correct participant identification, and accurate indexing before finalizing the record.
• Assists with requesting and tracking outside medical records from hospitals, emergency departments, physician offices, specialists, diagnostic facilities, skilled nursing facilities, and other healthcare providers as directed.
• Routes received medical records and clinical documentation to the appropriate department or licensed clinical staff for review when required.
• Assists with identifying missing, duplicate, misfiled, or incorrectly indexed documents and follows established procedures for correction.
• Retrieves participant records for authorized staff and supports medical record audits, quality reviews, and regulatory requests as assigned.
• Assists with release-of-information functions only when trained and authorized and in accordance with organizational policy, HIPAA, and applicable privacy requirements.
• Maintains strict confidentiality of all Protected Health Information (PHI) and accesses only the minimum information necessary to perform assigned duties.
• Immediately reports suspected privacy, security, documentation, or medical record integrity concerns to the appropriate supervisor, Privacy Officer, Compliance Department, or designee.
• Maintains competency in both home care scheduling and assigned Medical Records functions through orientation, training, and periodic competency validation.

Perks!

• Medical, Dental, Vision
• FSA, HSA
• Indemnity Plans
• 401k Matching
• Company Paid Life Insurance
• Company Paid STD & LTD
• Wellness Program Incentives
• Employee Referral Bonus
• EAP
• Teladoc and sooo much more!

What You'll Bring:

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum of one (1) year of scheduling or administrative experience in healthcare, home health, long-term care, PACE, or a related healthcare setting preferred.
• Experience working with frail older adults or individuals with chronic medical conditions preferred.
• Experience using Electronic Health Records (EHR) and computerized scheduling systems preferred.
• Experience with medical records, document scanning/indexing, release of information, or health information management preferred.
• Proficient in Microsoft Office, including Outlook, Word, and Excel.
• Demonstrated ability to organize multiple schedules simultaneously while maintaining accuracy.
• Successfully completes required PACE orientation and competency validation before working independently (CMS requirement).
• Medically cleared for communicable diseases and current on required immunizations prior to participant contact (CMS requirement).
• Successfully passes all required criminal background screenings consistent with CMS PACE regulations.
• Not excluded from participation in Medicare or Medicaid programs.

Knowledge, Skills, and Abilities

• Excellent customer service and interpersonal communication skills.
• Ability to communicate effectively, professionally, and compassionately with participants, caregivers, family members, and staff.
• Strong organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
• Ability to adjust schedules quickly based on participant needs and staffing changes.
• Ability to work collaboratively with the Home Care Manager, Center Manager, Director of Clinical Services, Transportation Department, and the Interdisciplinary Team.
• Strong problem-solving skills with the ability to identify scheduling conflicts and implement timely solutions.
• Ability to maintain confidentiality and professionalism at all times.
• Excellent verbal and written communication skills.
• Ability to remain calm and organized during high-volume scheduling demands.
• Ability to work independently while exercising sound judgment and knowing when to escalate concerns to leadership.
• Knowledge of home care operations, participant scheduling, and transportation coordination preferred.
• Ability to accurately scan, index, retrieve, and maintain participant health information in accordance with HIPAA, organizational policy, and Medical Records procedures.

Physical Demands and Work Environment

The Home Care Scheduler performs work primarily in an office environment utilizing computers, telephones, and other office equipment. Frequent telephone communication and computer use are required throughout the workday. The position requires prolonged sitting with occasional standing, walking, bending, and lifting up to 20 pounds.

The Scheduler must be able to respond to changing priorities throughout the day and maintain effective communication with participants, caregivers, home care staff, transportation staff, and other PACE departments.

Position Type and Expected Hours of Work

This is a full-time, non-exempt position. Standard work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Additional hours may be required based on participant needs, staffing shortages, weather events, or operational demands.