Patient Scheduling Coordinator Team Lead

Position Summary
The Patient Scheduling Coordinator – Team Lead oversees the daily operations of the scheduling department, ensuring timely and efficient coordination of home health visits, clinical services, and follow-up care. This role supports and guides the scheduling team while serving as a central communication point between patients, caregivers, clinicians, and administrative staff. The Team Lead ensures seamless workflow, accurate scheduling, and exceptional patient service.

Responsibilities

Team Leadership & Operations

• Lead, support, and mentor scheduling staff to ensure consistent performance and adherence to scheduling standards.

• Train new team members on scheduling procedures, software systems, and communication protocols.

• Monitor team workload, performance metrics, and productivity; provide feedback and coaching as needed.

• Assist with escalated scheduling issues and serve as the primary point of contact for complex or high-priority cases.

Scheduling & Coordination

• Oversee and support scheduling for a 500 patient census, ensuring staff availability aligns with patient needs and service requirements.

• Coordinate closely with nurses, therapists, and other field staff to maintain balanced workloads and optimized routing.

• Ensure schedule changes or cancellations are communicated promptly to both patients and field staff.

• Review daily schedules to identify conflicts, gaps, or missed visits, and take corrective action as needed.

• Weekend on-call rotation.

Administrative & Compliance

• Maintain accurate and up-to-date information in scheduling and electronic health record (EHR) systems.

• Prepare and distribute daily, weekly, and monthly scheduling reports.

• Support the timely coordination of admissions, discharges, reassessments, and follow-up visits.

• Ensure compliance with agency policies, HIPAA regulations, and home health guidelines.

• Collaborate with clinical and administrative leadership to support operational goals and improve workflow efficiency.

Qualifications

• A high school diploma or equivalent is required; an associate's degree or education in a healthcare-related field is preferred.

• 1–2 years of experience in healthcare scheduling, coordination, or administrative support; leadership or team-lead experience strongly preferred.

• Strong organizational and time-management skills with a proven ability to handle multiple priorities.

• Excellent communication, interpersonal, and customer service abilities.

• Proficiency with scheduling software and EHR systems (e.g., Homecare Homebase, WellSky, or similar).

• Ability to thrive in a fast-paced environment while maintaining accuracy and professionalism.

Core Competencies

• Attention to Detail

• Customer Service Orientation

• Team Leadership & Collaboration

• Problem-Solving & Critical Thinking

• Adaptability

• Professionalism

• Communication Skills