Medical Scheduling Coordinator

About Us:

At VNA Health, our mission is to revolutionize healthcare through compassion and innovation, ensuring every individual's well-being is prioritized. We're dedicated to empowering our employees to make a real difference in the lives of our patients and communities, driving positive change in healthcare. Join us in our mission to provide exceptional care and improve the health and dignity of those we serve.

Why Join Us:

• Company sponsored insurance premiums including dental, vision, basic life, disability, and AD&D insurance.
• Generous Paid Time Off (PTO) accrual from the first day of employment.
• Generous Wellness Benefit providing annual reimbursement for fitness and wellness expenses.
• Financial wellness program with matching 403(b) Retirement Plan and Healthcare and Dependent Care Flexible Spending Accounts (FSA).
• Supportive company culture promoting employee well-being through programs like the Employee Assistance Program (EAP) and public transportation reimbursement.
• Schedule: Monday - Friday; 8-5PM Onsite

Job Description Summary

This position is responsible for Nursing and HHA visits patient scheduling in the Hospice Department including administrative and clerical support. The Hospice Scheduler ensures patient care and services are delivered timely and appropriately. Tasks include facilitation of processes that enhance communication, coordination of activities for Nursing, and maintenance of high quality customer service. Respects and promotes the mission, values and vision of VNA.

Essential Job Duties: 

1. Develop and distribute HHA assignments and follow up schedules. Provide timely and accurate information about HHA visits to Case Managers, Clinical Manager and Senior Director of Hospice.
2. Schedule, coordinate, and follow up on integrated therapy visits assigned by Case Managers. Provide timely and accurate feedback to patients and case managers about integrated therapy visits. 
3. Coordinate RN, LVN and HHA schedule with Hospice managers to ensure efficiency and patient care.
4. Assist in scheduling Hospice and contract staff to cover Continuous Care for patients, when identified by RN case manager.
5. Develop clinician On-call schedule in coordination with Hospice managers and communicate to after-hours Triage vendor.
6. Track clinical patient services through Allscripts scheduling module, and provides service reports to support RN Case Managers and team meetings.
7. Review employee time logs for discrepancies, missed meal periods, and/or OT. Refer any findings to the Hospice Managers for additional review and processing. 
8. Review verified visit report and inform staff to make corrections when needed.
9. Provide critical support for staff members in the field for any coordination or scheduling problems that may arise.  
10. Provide assistance to Hospice clinical staff and Hospice Manager, preserving the confidential nature of matters of which they have knowledge; may include ordering medications, taking verbal orders from physicians and other medically related tasks needed. 
11. Provide clerical support to the clinical team whenever needed, including written communication with patients, providers, etc. as related to staffing and scheduling.
12. Perform direct patient care services per licensing requirements and according to training.  
13. Mentor new HHA staff on use of  Allscripts, computer, cell phone and all other aspects of   “in the field” training. Provide support to staff members on use of AllScripts.
14. Provides coordination and scheduling assistance for evening, night and weekend schedules (RN, LVN & HHA).
15. Maintains Recertification Calendar. Schedules Recertification RN visits, coordinates with Hospice MDs to facilitate joint Face to Face visits with RN Case Manager per MD Preference.
16. Ensures adherence to standards of customer service and quality.  Maintains positive customer service and is highly responsive to all staff, referral sources, and patients.
17. Performs accurate data entry as assigned and runs reports as needed.
18. Operate under a FIFO (First in First Out) supplies utilization system.
19. Distribute and track supplies to staff members. Track supplies levels by updating supply logs every day. Supply logs are reconciled on a monthly basis in conjunction with the monthly physical supply count. Maintain and track supply levels of the routine cabinet for Hospice. 
20. Maintain an adequate amount of emergency supplies to be on hand and available after hours and on weekends.  
21. Identify cost saving opportunities and relay recommendations to the Hospice Director.
22. Set up new staff members with their required trunk box and nurse bag. 

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job.  The incumbent may be requested to perform job related tasks other than those stated in this description.

Position Qualifications:

1. Bachelor’s degree preferred or equivalent experience. 
2. General front and/or back office experience required, with previous support of management highly preferred.
3. Experience in handling phones, medical records, schedule changes, medical billing and data entry in a medical environment preferred.
4. Demonstrated ability to perform multiple tasks in a fast-paced busy environment.  Ability to deal with rapidly changing priorities.
5. Must have high level of interpersonal skills to handle sensitive and confidential situations. 
6. Must have knowledge of and be highly proficient in a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint) and Publisher. Ability to learn new software quickly.
7. Ability to communicate compassionately and effectively about end of life issues.
8. Demonstrated ability to prioritize workload.
9. Knowledge of state, federal, local, and accreditation regulations pertinent to job responsibilities.
10. Excellent written/verbal and interpersonal communication skills.
11. Spanish Speaking highly preferred (bilingual Spanish)

Physical Requirements:

1. Ability to lift 50 lbs.
2. Ability to push/pull 50 lbs.
3. Ability to stoop, bend, and squat.
4. Ability to walk up one flight of stairs.
5. Ability to walk one mile.
6. Ability to sit for one hour, minimum.
7. Visual and audio acuity.

Salary : $26 - $31