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 INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

• 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 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 work flow by taking appropriate actions.
• Assist with internal or external transfer of patients between agencies and/or Hospice services.
• May be responsible for maintaining supply closet with routine 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.

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

QUALIFICATIONS/REQUIREMENTS FOR THE POSITION:

• 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 amongst multiple demands.
• Knowledge of state and federal employment compliance regulations preferred.
• A positive, flexible, and caring personality who displays good judgment, inspires confidence, and handles confidential matters with discretion.
• Excellent listening skills and demonstrates professional empathy.
• Must consistently demonstrate 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
• Able 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.

ACKNOWLEDGEMENT

I have read this job description and fully understand the requirements and notices set forth therein. I hereby accept the position and agree to perform the identified essential functions in a safe manner and in accordance with the Company’s established policies and procedures. I agree to request guidance from my supervisor if I am unsure of how to interpret any policy.

I further understand that my employment is at-will and thereby understand that my employment may be terminated at-will either by the Company or myself, and that such termination can be made with or without notice.

This position consistently supports and promotes compliance with the Code of Conduct by maintaining the privacy and confidentiality of information, protecting the assets of the agency, acting with ethics and integrity, reporting non-compliance, and adhering to applicable Federal, State, and local laws and regulations, accreditation and licensure requirements (if applicable), and all policies and procedures.