Scheduling Coordinator

PRIMARY FUNCTION : The Scheduling Coordinator works with patients / clients, staff and referral sources to provide for the timely scheduling of Home Care Aides to home care clients.

QUALIFICATIONS :

• High School diploma or equivalency required.
• College education / degree preferred.
• Scheduling experience preferred.
• Community health and social service knowledge / experience preferred.
• Flexibility or willingness to adapt and learn new skills and accept new assignments as needed.

ORGANIZATIONAL RELATIONSHIPS :

Ascending : Director of In-Home Services

Descending : Home Care Aides for scheduling purposes.

Coordinating : Nursing Supervisor, other Scheduling Coordinators, Program Secretary.

RESPONSIBILITIES AND ESSENTIAL DUTIES :

Maintains confidentiality in dealing with Connexus Human Services Network and VNA-Community Services, Inc., its customers, vendors, clients, and patients. Complies with HIPAA regulations and agency policies related to HIPAA compliance.

Maintains active use and personal proficiency with computer and software programs specific to office communication and agency program management – SAM, CareWatch, Windows, Outlook and other applications essential to specific job requirements.

Communicates effectively and professionally with all clients, their families, staff members and contractors with attention to proper use of grammar, diction and correct spelling.

Demonstrates courtesy and politeness in dealing with clients, families, staff members and contractors..

Schedules Home Care Aide services within established guidelines to ensure continuity of client care to maximize stabilize and fullness of Home Care Aide schedules and to meet contract requirements. Scheduling requires :

Accurately maintains employee and client schedules in SAM computer system.

Responsible for contacting Home Care Aides and maintaining Home Care Aide compliance with requirements of current automobile insurance, driver's license, PPD's and / or other essential responsibilities of the Home Care Aide position. Also in conjunction with this essential duty or expectation to either take off schedule or not schedule Home Care Aides who are out of compliance with VNA expected essential requirements.

Coordinates Home Care Aides schedules with the needs of the client to ensure that service requirements are met.

Confirms schedules with clients and field staff as changes occur.

Assures all changes to schedules are communicated to all clients and staff.

Provides Home Care Aides with copy of Plan of Care for new clients and updated Plan of Care in the software computer system for existing clients. Prints weekly and regularly mails and / or emails accurate schedules for Home Care Aides.

Makes sure that all scheduled visits are either verified or accurately identified as a cancelled visit.

Verify that all visits out of compliance are approved.

Review billing reports on weekly and monthly basis for accuracy.

Responsible for maintaining timely and accurate activity records and compliance in client files.

Responsible for data entry :

Confirms verified scheduled visits between CareWatch and SAMS

Maintain patient / client profile, payer information and verification rules.

Utilizes the CareWatch Telephony System to monitor Field Staff activities :

Coordinators must know how to enter, edit, and maintain information within the system to produce accurate time logs.

Monitor Activity Records for duration, timeliness and accuracy of visits.

Run visit exception, analysis reports and employee payroll reports on a daily and weekly basis respectively.

Accepts calls from Home Care Aides and clients regarding scheduling needs.

Be a responsible liaison between client and referral source and the agency.

Maintains phone log in computer for complaints, call outs, documentation of hours and all appropriate documentation on clients and employees.

Communicates with Nursing Supervisor and / or contractors to coordinate client services and ensure continuity of client care. Communicates all changes in client conditions to Nursing Supervisor and contracting agency.

Consults with Nursing Supervisors and Director, In-Home Services regarding staffing needs.

Consults with the Senior Accountant regarding business implications of staff and program expectations – benefits, payroll, wage and hour regulations, time logs, visits, hours, missed visits and billing records.

Accepts "on call" responsibilities on specified weekends.

Responsible for various levels or aspects of Home Care Aide recruiting, hiring and retention process.

Attend Home Care Aide in-service programs and participate as needed.

Assists with training and orientation of Home Care Aides as needed.

Accepts other assignments as requested or directed by VNA for work within the scope of employee's general job description, education and / or licensure.

ESSENTIAL PHYSICAL REQUIREMENTS :

Good hearing, clear speech.

Sitting at desk and answering telephone during workday with freedom to stand and walk around.

Data entry, ability to obtain, update, maintain and file client files

Occasional leaning, bending and stooping for supplies.

Job Type : Part-time

Pay : From $18.00 per hour

Benefits :

403(b)

Dental insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Work Location : In person

Employment is contingent on the successful completion of the following clearances

PA State Police Background Check (e-PATCH)

Child Abuse Clearance

FBI Background Check

MA Fraud Check

Social Security Verification

DMV Check