LPN - In Office - Patient Service Coordinator/Scheduler (Clinton County)

Role and Responsibilities

Directly responsible for scheduling patient visits and assisting with coordination of client care and completion of specific tasks necessary in the operation of clinical services. Maintain HCHB tasks and reports in current status. Follow all procedures as outlined in Standard Operating Procedures (SOP) – PSC Daily Checklist, PSC HCHB responsibilities – as well as all task-specific procedures and policies.

Essential Functions

• Ensure voicemail and e-mail are checked on a regular basis and response to messages is timely.
• Responsible for scheduling of all disciplines: skilled nursing, physical therapy, occupational therapy, speech therapy, registered dietitian, social work, home health aide, personal care aide.
• Complete scheduling as ordered in HCHB to ensure agency has met care requirements for patients.
• Ensure that HCHB is updated with case managers for all disciplines on all active patients.
• Edit schedule for clinicians calling in sick, ensuring patients are reassigned in computer database.
• Receive second calls from the field staff during the Clinical Field Staff Supervisor’s lunch hour, weekly Case Conferences, and other busy times. Refer clinical questions to Regional Director/DPS as necessary.
• Complete tasks/coordination notes as shown on the action screen in HCHB and assigning staff to the requested visits according to Agency Scheduling Guidelines and PSC HCHB Responsibilities. (Tasks/Coordination Notes to be completed in HCHB on the day they arrive in workflow. Visits that arrive after normal business hours will be completed as necessary by after-hours staff. The balance will remain in workflow to be completed by the PSC who works during normal business hours).
• Give direction to field staff regarding their schedules, productivity requirements, visit completion, and adherence to the “Not Home Not Found Protocol.”
• Ensure the Hospital Hold Process is followed, as outlined in the SOP.
• Ensure the Missed Visit Protocols are followed, as outlined in the SOP.
• Run Scheduling Request Report multiple times per day, to ensure all necessary visits are scheduled.
• Run Agency Summary Report daily, to ensure all staff have accepted work.
• Run Agent Summary Report daily, for follow-up, according to policy. Provide a copy of report daily to Regional Director/DPS.
• Run Client Schedule Report daily, to ensure visits are verified for billing as well as review of visits missed, reassigned, declined and office reassigned status. Follow-up with contract agencies as applicable to HHA/PCA visits unverified greater than 30 days.
• Assist with internal transfer of patients between branch offices. Update HCHB and computer programs as appropriate.
• May be required to serve on at least two agency wide committees per year.
• Adhere to and participate in the agency’s mandatory HIPAA/Privacy Program and Employee Compliance Program.
• Read and adhere to all Agency Policies and Procedures and follow the Employee Handbook Guidelines.
• Entry of verbal orders received via phone.
• Enter Hospital Hold Orders.
• Notify physicians of visit changes, as needed.
• Handle clinical patients’ questions as appropriate for Clinical scope.

This job description reflects management’s assignment of essential functions; and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Education Requirements

• High school diploma or equivalent required.
• For LPN: Graduation from an accredited program of practical nursing education and unexpired/unencumbered NYS LPN licensure required.
• For Physical Therapist Assistant: Graduation from an accredited program of Physical Therapist Assistant education and unexpired/unencumbered New York State Physical Therapist Assistant licensure required.
• For Occupational Therapy Assistant: Graduation from an accredited program of Occupational Therapy Assistant education and unexpired/unencumbered New York State Occupational Therapy Assistant certification/licensure required.

Qualifications and Requirements

• Possess a good understanding of staffing and scheduling requirements related to home health care.
• Computer and keyboarding experience and competency.
• Possess excellent communication skills.
• Ability to interact well with a great diversity of individuals.
• Strong organizational skills.
• Ability to manage and prioritize multiple assignments, with frequent interruptions.

Work Environment

The Patient Services Coordinator is primarily in an office setting and may be exposed to outdoor conditions.

The working conditions are classified as light work:

• Light work - Exerting up to 20 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Light work involves sitting most of the time.

Physical Requirements

The following is a description of the physical requirements on a daily basis for the Patient Services Coordinator. While performing the duties of the job the employee is regularly expected to:

• Stand
• Sit
• Hear
• Walk
• Talk
• Stoop or kneel
• Repetitive motion

This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

EOE/AA Minority / Female / Disability / Veteran