What are the responsibilities and job description for the Scheduling Coordinator position at Interim HealthCare of Upper Macomb County, MI?
ROLE:
The Scheduling Coordinator plays a pivotal role in efficiently coordinating and managing the schedules for Interim clients and staff. This position requires exceptional organizational skills, the most accurate attention to detail, and the ability to effectively communicate with clients and staff members. The Scheduling Coordinator ensures that appropriate caregiver assignments are made based on client needs and availability, and that schedules are maintained to ensure both optimal coverage and client satisfaction.
RESPONSIBILITIES:
Schedule Coordination
- Develop and maintain a master schedule of CarePros’ availability, ensuring optimal allocation of resources to meet client needs.
- Assign caregivers to clients based on their skills, experience, and availability.
- Handle schedule changes, cancellations, and rescheduling efficiently, ensuring minimal disruption to clients' care.
- Utilize the Service Plans/Care Plans and staff availability to schedule client appointments/visits.
- Enter scheduling data and create consistent schedules for assigned caregivers.
- Communicate day-to-day changes to caregiver's and clients.
- Evaluate urgent requests and care plans to discern required client services.
Administrative Tasks
- Provide direct and effective correspondence to field staff regarding schedules and plans of care for assigned clients.
- Enter and maintain accurate staff and client information in the database.
- Answer after-hours and weekend calls to handle emergencies and scheduling issues, as needed.
- Utilize resources of Scheduling Assistant for effective communication to ensure smooth and efficient flow of processes, with clear documentation to support.
- Manage Scheduling Assistant and be prepared to give answers to all delegation or end results from utilization of.
- Stay updated on changing technology, including software programs relevant to scheduling, including but not limited to webinars and continuing education from Axis Care.
- Collect and submit requested Care Notes to appropriate payors via fax/email on a weekly, or as needed, basis.
- Consistently track and manage time-off requests from caregivers in a timely manner.
Compliance and Communication
- Adhere to established Interim policies, procedures, and HIPAA regulations.
- Communicate effectively with clients, caregivers, and other team members to ensure accurate scheduling, resolve any issues, and provide clear understanding of schedules, expectations, and updates.
- Collaborate with the Field Manager/Supervisors, caregivers, and other internal staff to address any issues or concerns related to scheduling or client care.
- Maintain regular contact with clients and their families to provide updates, address questions or concerns, and ensure overall satisfaction.
- Continuous improvement of current scheduling processes and implementation of new scheduling/service delivery strategies.
- Establish boundaries and maintain regular contact with caregivers and clients.
- Manage collection of incident reports and necessary attendance documentation, within the expected time frame; ensure proper leadership member signs off; upload document; notify Staffing Coordinator of any violations; notify Administrator and receive confirmation of receipt.
RESULTS:
- Well-coordinated and managed schedules that ensure proper coverage for all Interim clients.
- Timely and accurate caregiver assignments based on client needs and availability.
- Efficient communication with caregiver and clients regarding scheduling changes and updates.
- Accurate maintenance of staff and client databases to ensure accurate reports and risk management.
- Compliance with HIPAA regulations and agency policies.
- Improved Scheduling Efficiency and Service Delivery Satisfaction.
- Effective use of Scheduling Assistant with clear and concise communication/delegation understood.
- Successful management of caregiver incident reports and attendance documentation ensuring the proper communication takes place with the Staffing Coordinator when necessary.
- Effective filings of Care Notes submitted to appropriate payors.
REQUIREMENTS:
- Associate's degree or equivalent experience equal to at least 1 year in Home Care setting with experience in client care and customer service.
- Prefer management experience in Healthcare, or Home Care, setting.
- Proficiency with Microsoft Suite and scheduling software.
- Working knowledge of basic medical terminology.
- Maintain a valid driver's license and valid auto insurance.
- Solid awareness of work-life balance, ability to remain calm under pressure, and prioritize needs.
- Ability to effectively communicate needs to peer and contribute to the positive culture and office morale required by owner and admin.
- Strong organizational and multitasking skills with exceptional attention to detail.
- Critical thinking and reasoning skills to evaluate situations and make complex decisions.
- Excellent written and verbal communication skills.
- Ability to effectively present information to clients, caregivers, and team members.
- Ability to adhere to HIPAA regulations and maintain confidentiality.
- Flexibility to handle after-hours and weekend calls for emergencies and scheduling issues, as needed.