What are the responsibilities and job description for the Hospice HHA Coordinator position at Swan Hospice?
Job Title: Hospice Home Health Aide (HHA) Scheduler
Department: Clinical Operations / Staffing
Full-Time
Position Summary:
The Hospice HHA Scheduler is responsible for coordinating and maintaining daily schedules for all hospice aides to ensure patients receive timely and appropriate personal care services. This position works closely with the clinical team to match aides with patients based on location, skills, and patient needs, while ensuring compliance with hospice policies, regulations, and staffing standards.
Essential Duties and Responsibilities:
Create, maintain, and update daily and weekly schedules for all hospice HHAs.
Ensure each patient on census has an assigned aide visit according to their plan of care.
Coordinate schedule changes promptly when staff are out, patients are admitted, discharged, or require visit adjustments.
Communicate schedule assignments and changes to aides and nursing staff in a timely and professional manner.
Match aides with patients based on skill set, personality, patient preference, and geographic location.
Monitor visit completion daily to ensure all scheduled visits are met.
Collaborate with the clinical team to confirm aide coverage during weekends, holidays, and after-hours needs.
Track aide availability, time off, and ensure adequate staffing coverage.
Maintain accurate documentation of schedule communications and adjustments.
Serve as the primary contact for aides regarding schedule-related issues and questions.
Escalate coverage gaps or compliance issues to the Clinical Manager or Director of Nursing.
Support onboarding of new aides by integrating them into the scheduling system and ensuring balanced assignments.
Qualifications:
Education: High school diploma or equivalent required; college coursework in healthcare administration or related field preferred.
Experience:
Minimum 1 year of scheduling experience in hospice, home health, or healthcare setting preferred.
Knowledge of EMR systems (e.g., MatrixCare, HCHB, or similar) highly desirable.
Skills:
Strong organizational and multitasking skills.
Excellent communication and interpersonal skills.
Ability to work under pressure and meet deadlines.
Attention to detail and problem-solving ability.
Proficient with Microsoft Office Suite and scheduling software.
Key Competencies:
Team collaboration and communication
Professionalism and confidentiality
Time management and prioritization
Problem-solving and adaptability
Knowledge of hospice philosophy and patient-centered care
Physical Requirements:
Primarily office-based with frequent computer and phone use.