Patient/Staff Service Coordinator

It's fun to work in a company where people truly BELIEVE in what they're doing!

Our intention is to have employees who are passionate about making their personal mission statement come to life each day at work! Be it through providing healing, eradicating loneliness, contributing to efficiencies, streamlining processes, being dependable, sparking creativity or something else, the demonstration of HOW you do your job is just as important as WHAT you do in your job.

Alongside our valued employees, we are making a difference throughout the state of Ohio in the lives of those that need healthcare or those embracing the next chapter of their lives. Sustained members of our team demonstrate accountable behavior and share our values of customer service, innovation, integrity, inclusion, financial stewardship, leadership and care.

The Patient/Staff Service coordinator completes and communicates the staff schedule for home health, home care, and hospice services and programs into the electronic medical records (EMR) system in accordance with company standards and federal, state, and local standards, guidelines, and regulations.

Essential Activities and Tasks

Operations Management and Administration - 50%

• Uses the EMR system to prepare the pre-schedule according to physicians’ orders and supervisors’ direction for all home health, home care, and hospice visits, including therapy services.

• Routes and assigns field staff in geographic zones to minimize drive time and mileage, and maximize productivity.

• Adjusts schedule according to staff availability and patients’ changing needs.

• Processes all schedule requests. Schedule requests are generated by the approval of an order containing a frequency change or add-on discipline.

• Processes missed and declined visits, and reschedules and reassigns requests.

• Schedules the entire certification period at the beginning of the certification period.

• For admissions, enters patients description in the EMR system and completes the requested schedule when the task appears. For recertifications, schedules the continuation of services when the task appears.

• Reviews schedule notification coordinator notes.

• Designates correct billing codes for each visit on the schedule.

• May be required to track in-service education for staff.

• Attends case conferences as requested.

• May assist in obtaining reauthorizations from insurance companies.

• May be required to schedule on-call visits, receive calls from the answering service, verify therapy visits, upload paper visits to scheduled visits, and/or arrange staffing to cover call-offs in the evenings and on weekends and holidays.

Communication - 30%

• Provides accurate and timely communication related to scheduling.

• Prints and distributes staff itineraries as needed.

• Responds to staff and patients phone calls related to scheduling.

• Notifies supervisor and external case managers of missed visits.

• Maintains communication with the patients, caregiver, and/or discharge planner with regard to patients status when hospitalized.

• Keeps the staff current with changes in scheduling procedures and policies as needed.

• Develops and maintains strong working relationships with employees and contracted staff to coordinate the addition and/or editing of schedule and billing information.

• Participates in orientation, in-service, and continuing education programs for clinical staff as requested.

Quality and Compliance Management - 20%

• Uses the EMR system to run reports and evaluate data entry accuracy.

• Edits or reports data entry accuracy problems as needed.

• Completes regular audits of scheduled visits through calls to patients and maintains documentation of those calls.

• Maintains current and accurate patients and staff records, including entering employee information, tracking unmade visits, and other employee-related details, using the EMR system in accordance with company standards and federal, state, and local standards, guidelines, and regulations.

All other duties as assigned.

Qualifications

Education

• High school diploma or equivalent required.

• Post-secondary education preferred in a related field.

Experience

• Two years experience in staff scheduling.

• One year experience in home health, hospice, or medical office management preferred.

• Demonstrated ability to manage several priorities simultaneously.

• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.

• Proficiency with electronic medical records (EMR) preferred.

Other Requirements

• Must be able to read, write, speak, and understand the English language.

Working Conditions and Special Requirements

• Sitting - Up to 8 hours/day

• Standing - Up to 6 hours/day

• Walking - Up to 4 hours/day

• Lifting, transferring, pushing or pulling equipment/supplies - Up to 25 pounds

• Work weekends, evenings, and holidays - As needed for coverage

• On-call availability - 24/7 for scheduling issues

• Subject to emotionally upset and hostile patients, family members, etc. - Minimal

• Risk Category for Exposure to Bloodborne Diseases - III