HOME HEALTH SCHEDULER

Altruist Home Care Solutions; Dallas (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

Altruist Home Care Solutions is seeking a Home Health Scheduler to build and maintain patient visit and field staff schedules using WellSky and HHAeXchange. You will coordinate with patients, families, caregivers, clinicians, intake, HR, and billing to ensure visits are staffed, documented, and billing-ready.

The role emphasizes timely scheduling for new admissions, alignment of staff to patient needs, and strict adherence to authorizations and plans of care, while maintaining confidentiality

Qualifications

• High school diploma or GED required.
• At least 1 year scheduling experience in home health, home care, hospice, or related healthcare setting.
• Hands-on experience with WellSky and HHAeXchange or similar EMR/scheduling EVV platforms.
• Working knowledge of EVV, authorization tracking, visit frequency, and HIPAA confidentiality.
• Strong organization, prioritization, problem-solving, and customer-service skills.
• Ability to handle interruptions, urgent changes, and confidential information.
• Proficiency with Microsoft Office (Outlook, Excel) and agency systems.
• Ability to complete required background screening and comply with regulations.

Responsibilities

• Plot patient visits and caregiver/clinician assignments in WellSky and HHAeXchange.
• Build schedules for new admissions within 24 hours after referral and authorization.
• Match caregivers and clinicians to patients based on discipline, qualifications, language needs, availability, and service area.
• Update schedules for hospitalizations, discharges, holds, and plan-of-care changes.
• Fill call-offs, open shifts, and last-minute changes promptly.
• Maintain consistent information across scheduling systems to prevent duplicates.

Skills

Organizational skills

Communication

Problem solving

Customer service

Education

High school diploma or GED

Associate degree preferred

Tools

WellSky

HHAeXchange

Job description

POSITION SUMMARY

The Home Health Scheduler builds, plots, coordinates, and maintains patient visit and field staff schedules in WellSky and HHAeXchange. The Scheduler helps ensure that authorized visits are appropriately staffed, electronically verified, accurately documented, and ready for billing. This position serves as a daily communication link among patients, families, caregivers, clinicians, the clinical team, intake, human resources, and billing.

MISSION

At Altruist, our commitment is to deliver top-quality home health, hospice, and primary home care services. We prioritize a holistic approach to patient care that considers physical health and emotional, social, and spiritual well-being, with the goal of providing comprehensive care that supports optimal wellness.

VISION

Altruist Home Care Solutions strives to provide comprehensive home health services, achieve national recognition, and expand its clinical specialty areas.

COMPANY VALUES

H - Honest O - Organization M - Maximum Potential E - Empathy

SCHEDULING AND VISIT PLOTTING

• Plot all patient visits and caregiver or clinician assignments in WellSky and HHAeXchange accurately and on time.
• Build schedules for new admissions within 24 hours after receiving the referral and active authorization.
• Match caregivers and clinicians to patients based on discipline, qualifications, competency, language needs, availability, service area, and patient needs.
• Update schedules promptly for hospitalizations, discharges, holds, resumptions of care, missed visits, and plan-of-care changes.
• Fill call-offs, open shifts, and last-minute changes promptly to reduce missed visits and interruptions in care.
• Maintain consistent information across scheduling systems so visits are not duplicated, omitted, or scheduled incorrectly.

LABORATORY SCHEDULING

• Maintain the laboratory schedule for patients with physician-ordered lab draws.
• Schedule lab draws according to the ordered date and frequency and assign an appropriately qualified clinician.
• Coordinate specimen pickup or delivery with contracted laboratories and confirm results are routed to the Clinical Manager and ordering physician.
• Track upcoming and overdue lab draws and promptly reschedule missed draws.

ELECTRONIC VISIT VERIFICATION AND BILLING READINESS

• Monitor HHAeXchange daily for missed clock-ins, missed clock-outs, incomplete visits, and other EVV exceptions.
• Work with field staff to resolve EVV exceptions and document accurate reason codes in accordance with payer and agency requirements.
• Confirm scheduled visits are verified and ready for billing before the agency's established billing cutoff.
• Immediately report unresolved visit-verification issues that may affect compliance, payroll, billing, or patient care.

AUTHORIZATIONS AND COMPLIANCE

• Schedule services only within active authorizations and approved plans of care.
• Track authorized units, hours, visit frequency, effective dates, and expiration dates and compare usage with scheduled services.
• Alert intake, clinical leadership, and billing at least 14 days before an authorization expires or is expected to run out of approved units, when practicable.
• Follow applicable Medicare, Medicaid, managed care, payer, EVV, and plan-of-care requirements.
• Protect patient information and maintain confidentiality in accordance with HIPAA and agency policy.

COMMUNICATION AND COORDINATION

• Confirm schedules with patients, families, caregivers, and clinicians and notify affected parties of changes as soon as possible.
• Report missed visits, coverage gaps, patient refusals, and scheduling barriers to the Clinical Manager and document them in the designated system.
• Coordinate with Human Resources regarding field staff availability, onboarding, credentials, and compliance status before assigning cases.
• Coordinate with intake and billing to resolve authorization, admission, payer, and billing-readiness concerns.
• Track field staff hours and alert management to potential overtime before assignments are finalized.
• Communicate professionally and respectfully during frequent, time-sensitive changes and escalations.

ADDITIONAL RESPONSIBILITIES

• Participate in after-hours scheduling coverage when assigned.
• Maintain accurate scheduling notes, communications, and records in agency-designated systems.
• Participate in agency meetings, training, quality improvement activities, and competency requirements.
• Perform other related duties assigned by the Director of Operations, Administrator, or agency leadership.

REQUIRED QUALIFICATIONS

• High school diploma or GED.
• At least one year of scheduling experience in home health, home care, hospice, or a related healthcare setting.
• Hands-on experience using WellSky and HHAeXchange or comparable EMR, scheduling, and EVV platforms.
• Working knowledge of EVV requirements, authorization tracking, visit frequency, and HIPAA confidentiality requirements.
• Strong organization, prioritization, problem-solving, telephone, written communication, and customer-service skills.
• Ability to manage frequent interruptions, urgent schedule changes, competing priorities, and confidential information accurately.
• Ability to use Microsoft Office applications, including Outlook and Excel, and learn agency-designated systems.
• Ability to successfully complete required background screening and maintain all agency compliance requirements.

PREFERRED QUALIFICATIONS

• Associate degree in healthcare administration, business administration, or a related field.
• Two or more years of scheduling experience, including experience with hospice, Medicaid waiver programs, or managed care.
• Knowledge of Medicare home health and hospice visit requirements and managed care payer rules.
• Bilingual communication skills in English and Spanish or another language commonly served by the agency.
• Current CPR certification.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

This position is primarily office-based and requires frequent telephone, headset, keyboard, and computer use. The Scheduler must be able to sit for extended periods, communicate clearly, read electronic records, and occasionally lift or carry items weighing up to 15 pounds. The work environment is fast-paced and includes frequent interruptions and time-sensitive changes. Reasonable accommodations will be considered in accordance with applicable law.

PERFORMANCE STANDARDS

• Maintain zero missed visits caused by preventable scheduling errors.
• Plot authorized visits in WellSky and HHAeXchange before the scheduled visit date.
• Resolve EVV exceptions before the applicable billing cutoff whenever operationally possible.
• Build new admission schedules within 24 hours after receipt of the referral and active authorization.
• Do not schedule visits outside an active authorization or approved plan of care.
• Address call-offs and open shifts the same day and promptly elevate any visit that remains unfilled.
• Identify and report potential overtime before it occurs unless management authorizes an exception.

EQUAL OPPORTUNITY EMPLOYMENT

Altruist Home Care Solutions, Inc. is an equal opportunity employer committed to maintaining a professional and inclusive workplace. Employment decisions are made in accordance with applicable law and agency policy.