Scheduling Specialist (Home Health Agency, Full-Time Scheduler + OT)

Scheduling Specialist & Patient Advocate

Primary Work Location: Jackson, OH (In-Office / Onsite)

• This role requires a consistent ability and willingness to work in our HCN Administrative Office (731 E. Main Street, Jackson, OH 45621).
• Rotating On-call shifts occur remotely.

Pay: $14.00 – $15.50 / hour Benefits OT Pay

The Mission: Empowering independence through heart-led care and coordination.

Home Care Network, Inc. (HCN) is a nurse-owned and locally led home health agency dedicated to delivering personalized support and empowering the independence of individuals in need of care across Ohio and Indiana. This means our patients' well-being -not a bottom line- comes first. Established in 1993, we specialize in serving the Medicaid-eligible population, and collaborates with commercial insurance, veterans and specialty insurance, and Medicare. Known for its commitment to excellence, Home Care Network, Inc. is a trusted provider of compassionate and tailored home care solutions with an excellent employer reputation.

Our skilled team of clinicians, aides, and care professionals provides life-changing care in the home, but they can't do it alone. Our office team is the backbone of this agency. As a Scheduling Specialist, you aren't just "filling shifts." You are the bridge between a patient receiving critical care and a caregiver finding their perfect schedule. You are the navigator that ensures no patient is left behind and every employee feels supported. If you want to work where you actually matter, you've found your home.

Why You'll Love Being Part of the Team

• A Culture of Care: Work in an environment where caregivers thrive alongside teams of friendly, dedicated professionals making sure the business runs brilliantly.

  • This role works alongside other Schedulers, our Customer Service, Scheduling, and Quality Assurance teams, and with members across all business units to support clerical, scheduling, HR, and communication activities that are essential to our clients, employees, provider partners, and the agency's overall business operations.

• Balance & Flexibility: Monday – Friday, 8am – 5pm schedule ( /- 1-hour flexible start/end time), with a real 1-hour lunch break.

  • Requires occasional/rotating paid "On-call duties" performed remotely outside of standard business hours, consisting of company Hotline Phone/Message monitorization.

• Growth Mindset: We prefer to promote from within and offer professional development assistance.

• HCN "Perks" Package:

  • Flexible schedules include occasional "work from home" days (w/ advance approval from management)

  • Paid Time Off (PTO)

  • Qualifying Health, Dental & Vision Coverage Plans (Individual Dependent(s)/Family) [eligible after 90 days]

  • Life, AD&D, and Short-Term Disability Insurance

  • "Member Perks" corporate discounts on personal expenses

  • Paid Orientation and recurring on-the-job training

  • Professional development assistance "promoted from within" preference

  • Qualifying Health, Dental & Vision Coverage Plans (Individual Dependent(s)/Family) [eligible after 90 days]

  • Generous, unlimited Employee Referral bonuses (Bring your friends!)

Your Impact: The Day-to-Day

With speed, accuracy, and a healthy dose of empathy, you will manage the "puzzle" of home health care. You'll be responsible for:

• Strategic Coordination: Aligning patient needs with the right caregivers to ensure seamless, safe coverage.

• The "Face" of the Agency: Serving as the professional point of contact for patients, families, and physicians.

• Operational Excellence: Handling patient onboarding, verifying payroll accuracy against services delivered, and maintaining compliance documentation.

• Problem Solving: Responding to real-time changes (like call-offs) with agility to ensure patient care is never interrupted.

• Collaborative Growth: Working with Intake and Recruiting teams to identify where we need more hands on deck.

Who You Are (Qualifications)

We are looking for a professional who is accountable, personable, tech-savvy, a team player, and committed to being successful in this role.

Minimum Requirements to Apply:

• High School Diploma (or equivalent)

• Scheduling/Customer Support Skills: 2 years of experience in scheduling or high-volume customer service role with impeccable work results.

• Technology Trifecta:

  • 3 years of experience with Microsoft Office (including Word, Excel, and business email (Outlook preferred). You should be comfortable navigating multiple screens and systems.

  • 1 year confidently using Appointment / Scheduling software or equivalent.

  • 2 years confidently using Google/Chrome, Bing, and similar internet browsers .

  • Experience usingmModern computer/laptop equipment, phone system and electronic device technology.

• Scheduling/Customer Support Skills: 2 years of experience in scheduling or high-volume customer service with impeccable work results.

• Rock-Solid Dependability: Our patients and clinicians rely on you. A track record of excellent attendance is a must.

• Face & Voice of the Company: Strong interpersonal communication skills (verbal, written, and in-person, phone, and written), including customer service and professional/executive communication. Must have a positive, professional attitude toward all clients, employees, and partners.

• Emotional Intelligence: The ability to stay calm under pressure and speak kindly to patients who may be going through a hard time.

• Driven to Help & Solve: You work efficiently and precisely, with a sense of urgency and duty to find solutions for our patients, our employees / their caregivers, and the health of the company.

• Professional Acumen: Strong documentation, problem-solving and coordination skills. Ability to generate, evaluate and interpret data and formulate plans for corrective action / solutions identified.

  • Successful state and federal background check and pre-employment drug test are required.

• Modern Business Aptitude: Proven ability to manage work to meet daily, weekly and monthly deadlines. Ability to succeed in a fast-paced environment requiring agility and flexibility in how work is approached, solved, and covered for teammates when necessary. Demonstrates ability to manage several functions simultaneously. Track record of successfully managing short and long-term projects simultaneously.

The "Stand-Out" Candidates (Preferred):

• 3 years in a Medical/Home Health scheduling role.

• Associate or bachelor's degree.
• Familiarity with HIPAA regulations and knowledge of medical terminology and/or general medical background highly desired.

• Experience with Microsoft Teams and EMR/EHR software.

• AI-Forward: Familiarity with ChatGPT or other AI tools to improve efficiency.

• Experience and/or passion for effective marketing and communications (Email Marketing and/or SMS tools are a plus) and community outreach.

Ready to make a difference?

If you have a "puzzle-solver" mindset and a heart for service, we want to meet you. Join a team where your work directly translates to better lives for your neighbors.

Apply Today!

FULL JOB DESCRIPTION DETAILS

With impeccable accuracy, speed, and professionalism, Home Care Network's Call Center & Scheduling Specialists perform critical, time-sensitive activities to coordinate and align service schedules between clients and their caregivers and nurses (our employees). Additional work is largely focused on executing various administrative / clerical duties associated with employee and patient onboarding and compliance, as well as communication, engagement, retention, and satisfaction of our employees, patients, payors, and strategic partners.

Typical work includes:

• Accurately maintaining schedules for requested client services, monitoring scheduled visits for all patients/employees in their business units of responsibilities.
• Providing direction to field staff and communicates with nurse case managers as needed to ensure that safe, effective coverage of client requests and care needs are maintained by field staff in accordance with each client's physician orders.
• Verifying employee payments aligned with services and schedules.
• Participation in determining hiring needs (where staff is needed to support current and existing clients) and opportunities to add new clients (where staff seek more patients / service hours), with our Client/Candidate Intake team.
• Executing clerical tasks associated with patient onboarding and compliance, physician orders and care plans, and patient certification/authorization prior to their appointments, including but not limited to: communicating with physicians, faxing service/care orders, communicating with clients and staff via email, mail, phone, and text.
• Clerical tasks related to client coordination, including but not limited to: communicating with physicians, faxing service/care orders, communicating with clients and staff via email, mail, phone, and text.
• Delivering and ensuring client and employee satisfaction, and easy, smart operations with payors and partners.
• Supporting company-wide growth initiatives and strategic goals.

Essential Functions:

• Perform daily essential functions for assigned sites.
• Coordinate with Intake and Recruiting teams on staffing needs.
• Coordinate with Quality Assurance and other teams to support and execute communications with physicians, clients, service administrators, payers, and employees.
• Rotates on-call duties after hours with other Schedulers.
• Accept and coordinate coverage of call-offs for scheduled shifts.
• Fill open shifts for assigned sites.
• Review payroll reports for accuracy between reported hours and services delivered, and update/correct as needed.
• Updating scheduling software with shift change information; monitoring to ensure accurate reflections of field staff coverage.
• Notify site clinical staff of all schedule changes via email distribution list.
• Notify Case Managers of missed visits.
• Generate required reports.
• Generate monthly schedules.
• Assist with billing and posting payments.
• Maintain confidentiality in all aspects of the job.
• Participate in special projects and initiatives as directed.
• Performs other related office duties and responsibilities as deemed necessary, including but not limited to: Filing, faxing, copying, answering phones, document scanning/saving and transposing, data management and maintenance within software systems, and maintenance of office inventory and equipment.

This role works alongside other Schedulers, our Customer Service, Scheduling, and Quality Assurance teams, and with members across all business units to support clerical, scheduling, HR, and communication activities that are essential to our clients, employees, provider partners, and the agency's overall business operations.

As a critical position in our agency's growth and operations, the right individual must possess:

• a strong professional acumen
• excellent attention to detail
• an organized, on-time delivery of accurate work
• the ability to think quickly and independently solve problems in real-time
• a passion for "fitting unique pieces together" - to identify and build schedules that match both client needs and employee availabilities
• exceptional customer service skills
• effectively drive outcomes and deliver positive solutions through insightful client, candidate, and business partner interactions

In support of this, every Call Center & Scheduling Specialist receives extensive on-the-job training to ensure her/his understanding of our processes and tools, and in turn - will have the opportunity to develop more efficient, effective, and profitable operations. For high performers, opportunities for advancement and building a lasting career with our agency are abundant, including Management, are available and encouraged.

Reports to: Call Center & Scheduling Manager / Director of Operations

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