Health Information Coordinator/Scheduler

St. Croix Hospice; Town of Middleton (WI); On-site; USD 52,000 - 70,000; Full time

Job summary

St. Croix Hospice is seeking a Health Information Manager-Scheduler to serve as the office lead, building a culture of care while keeping patient records, scheduling, and inventory aligned to support patients and the clinical team in the field.

The HIM Scheduler will coordinate field staff, ensure care continuity, and uphold HIPAA compliance within a home-based hospice environment, delivering administrative excellence every day.

Qualifications

• High school diploma or equivalent.
• Administrative experience in healthcare.
• Intermediate level computer skills.
• Ability to pass background, consumer report and drug test.
• Valid State Driver’s License and reliable vehicle.

Responsibilities

• Schedule field staff tasks in the scheduling system per guidelines.
• Coordinate with staff, patients, and physicians to ensure care continuity.
• Schedule and reschedule visits including discharge, OASIS, recertification, and supervisory visits.
• Manage schedules for all patients and update absences or changes.
• Address missed visits and coordinate rescheduling when possible.
• Use geographic mapping tools for efficient routing and scheduling.
• Maintain the on-call notebook and hospitalization log.
• Prepare and review weekly and monthly schedules for productivity.

Skills

Healthcare administration

Scheduling

Data entry

Computer literacy

Background check readiness

Education

High school diploma

Job description

Work Where You Matter!

At St. Croix Hospice we guide patients and families through the end-of-life journey. Through compassionate care, we focus on our patient’s quality of life, empowering them to make the most of their time with dignity, comfort and respect. If you are ready to be part of an extraordinary team of caregivers, then come work where you matter.

Work Where You Matter!

At St. Croix Hospice we guide patients and families through the end-of-life journey. Through compassionate care, we focus on our patient’s quality of life, empowering them to make the most of their time with dignity, comfort and respect. If you are ready to be part of an extraordinary team of caregivers, then come work where you matter.

Health Information Manager-Scheduler

Position Overview

The Health Information Manager (HIM)Scheduler serves as an office manager building culture and community within the branch and keeping things running smoothly to support patients, their families and the clinical care team in the field. HIM has primary responsibility and accountability for scheduling staff, maintaining patient records, managing supply inventory, answering the branch phone, planning team meetings and events, and other related clerical duties.

Essential Functions And Skills

Scheduling and Coordination

• Schedule field staff tasks in the electronic software system according to scheduling guidelines and optimization standards.
• Coordinate with staff, patients, and physicians to ensure proper care continuity.
• Schedule and reschedule visits, including discharge, OASIS, recertification, and supervisory visits.
• Manage schedules for all patients, updating staff absences and notifying affected parties.
• Address and reschedule missed therapy visits whenever possible.
• Utilize geographic mapping tools for efficient scheduling.
• Maintain the on-call notebook and hospitalization log.

Administrative and Compliance Duties

• Prepare and review weekly and monthly schedules, ensuring productivity and geographic efficiency.
• Maintain and track clinical documentation, including interim orders and plans of care.
• Process travel and expense vouchers and new patient referral information.
• File and date-stamp clinical notes and records.
• Ensure compliance with HIPAA regulations and maintain information security.
• Order and manage medical supply inventory to support patient care.
• Set up IDG conference rooms and prepare meeting agendas.
• Maintain order tracking to ensure timely return and follow-up.

Communication and Documentation

• Answer telephone lines promptly, document calls, and handle messages appropriately.
• Coordinate and verify clinical documentation, including physician orders.
• Prepare and print reports for clinical and management staff.
• Maintain compliance with state and federal documentation requirements.

Requirements/Qualifications

• High school graduate or equivalent.
• Administrative experience in healthcare
• Intermediate level computer experience
• Ability to pass background, consumer report and drug test.
• Valid State Driver’s License, access to an automobile in good working order, automobile insurance in accordance with state and organizational requirements, and an acceptable driving record required.

Preferred

• 2+ years of data entry experience.
• Previous Healthcare or hospice billing, scheduling, and EMR experience

Physical Requirements

The physical requirements described are representative of those that must be met to successfully perform the essential responsibilities of this position. Reasonable accommodation may be made.

• Pushing/Pulling and Lifting/carrying up to 12 pounds. Occasionally up to 20 pounds.
• Ability to adapt to a variety of work conditions to ensure the highest quality of patient care in a home setting.