Come Work for the Premiere Home Health Agency in Missoula!

Who We Are: Partners in Home Care is a nationally accredited non-profit organization that has been providing quality home health care services to patients and families throughout Western Montana since 1987. We are passionately committed to assisting patients and families in achieving optimal health, independence, and comfort through high quality, cost-effective home and community health-related services. With a staff complement of 200 strong, we serve a radius of 100 miles around Missoula with a broad array of professional healthcare including nursing, occupational therapy, physical therapy, speech therapy, social work and bereavement support. Our programs encompass Home Health, Hospice (the largest Hospice in the community), Home Infusion, Home Medical Equipment (including home modifications for those who want to age-in-place) and HCBS (the Medicaid “waiver” program that supports those who wish to live with independence).

What We Offer:

• Benefits that include health, dental, vision, 401k retirement plan with company match, disability insurance, and more
• Paid Time Off that is very generous including extended leave and float holidays
• Tuition reimbursement
• Annual training budget for personal development
• Professional co-workers who are great at their jobs and love to help patients

Job Summary:

Provides centralized scheduling centering around patient-related activities for efficiency, accuracy, and customer service. Maintains daily communications using multiple platforms such as office and cell phones, MS TEAMS, Homecare Homebase and/or Outlook for clinical programs, in accordance with physician orders, patient care plans, and communication updates from clinical staff. The primary focus of this role is to effectively interface with patients and field clinicians, streamlining the admission process for the agency and facilitating the scheduling of visits. This involves ensuring efficient communication and coordination to enhance the overall experience for both patients and field staff clinicians.

Essential Duties and Responsibilities:

• Works closely with Clinical Manager to schedule all clinical staff to their full FTE status. Maintains weekly calendar schedule for their territories. Communicates all scheduling changes as they come up.

• Meets regulations and time requirements for scheduling SOCs, ROCs, RCTS, and subsequent visits for nursing and therapy clinical staff as directed by the Clinical Manager.
• Assigns buddy codes as needed. Identifies when supervisory visits for all disciplines are needed and assigns the correct visit type. Identifies when functional assessments are needed and assigns the correct visit type to correct discipline.

• Assigns territories, case managers, and team members to all new admissions and makes any changes to current charts as needed.

• Completes daily scheduling workflow for visits that are rescheduled, reassigned and/or declined.

• Monitors and tracks patient MD appointments and adjusts clinical schedules accordingly.

• Monitors wound care patients, for Clinic appointments and adjusts clinical schedules as needed.

• Interfaces with Solutions for current and accurate IV patient list to confirm the needs of patient schedules. Communicates all pertinent information to the field staff.

• Provides customer service and support to field staff and patients by phone, and/or through on-line communication platforms we currently use.

• Runs daily and weekly reports. Completes all tasks associated with the data found in those reports.

• Assists Clinical Managers with payer authorization issues that may require changes in charts and clinical staff notification.

• Works closely with Triage Manager to facilitate quick admissions and new orders.

• Follows up with staff regarding discrepancies between orders, visits, missed visits, unattended/unverified visits, and/or incomplete documentation.

• Completes visit exceptions tasks and corrects visit times for the field staff.

• Monitors and completes workflow associated with coordination notes throughout the day.

• Maintains knowledge of clinical staff caseloads, availability, and assignments within their assigned territory.

• Organizes and facilitates weekly conference meetings at the guidance of the clinical manager.

• Attends education meetings to ensure new employee competency level achievements allowing proper assignment of visits. Attends weekly meetings such as conferences and scheduling. May be asked to organize and facilitate meetings.

• Monitors and assigns clinical visits within their territory in accordance with the ideal cost efficient, GPS routes to reduce mileage expense.

• Provides coverage to other schedulers for vacations, sick time or when otherwise needed.

• Maintains and creates clinical staff monthly schedules ensuring weekend and on call coverage.

• Maintains accurate documents and/or spreadsheets pertinent to department.

• Assists with QAPI and compliance activities as directed.

• Performs other duties as assigned by supervisor.

Minimum Qualifications:

Qualifications include 2 years of administrative assistant-level experience. High school graduate preferred. Prior experience in health care preferred. General proficiency with computer software and Microsoft Office required.

Physical Demands & Working Conditions:

Work is generally indoors and sedentary in a normal office environment. This role is an in-office position and requires onsite presence during normal business hours. Hybrid and Remote opportunities are not available to perform the tasks necessary for this position.Work requires significant attention to detail and deadlines. Work involves frequent sitting or standing, with occasional stooping and bending, along with occasional light lifting. Work includes frequent use of a keyboard and use of hands to finger, handle, and feel. Position requires ability to focus at close ranges.