Home Health Scheduling Coordinator | Home Care | Day | Full-Time

UF Health; Saint Augustine (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

UF Health is seeking a Scheduling Coordinator to support the clinical team under the Clinical Manager. This role focuses on organizing schedules, serving as a resource for staff and patients, and ensuring accurate documentation and billing.

The ideal candidate will manage Kardex and the Novius System, verify visits with orders and frequencies, and collaborate with supervisors to maintain up-to-date census and HR records.

Qualifications

• High school diploma or GED required; associates degree in healthcare preferred.
• 1-2 years of data entry or customer service experience in a medical setting preferred.

Responsibilities

• Schedule and coordinate clinical team activities based on physician orders and authorizations.
• Create master weekly schedule from individual caregiver schedules and physician orders.
• Verify visits align with authorizations and coding for accurate billing and payroll.
• Maintain HR files by collecting renewal documents from staff.
• Communicate changes to supervisor, including discharges, admissions, and census updates.
• Validate visits against physician orders and Medicare frequencies.
• Maintain hospital hold, discharge, and transfer lists in Kardex/Novius systems.
• Validate timesheets, visit codes, and signatures for accuracy.

Skills

Data entry

Customer service

Multitasking

Detail oriented

Interpersonal skills

Project management

Education

High School or GED

Associates Degree in healthcare

Tools

Microsoft Word

Microsoft Excel

Kardex

Novius System

Job description

Overview

The Scheduling Coordinator functions under the direction of the Clinical Manager and is responsible for scheduling, coordinating and organizing all aspects of the clinical team including serving as a customer resource representative for administrative associates, caregivers and patients.

Responsibilities

Maintains Kardex based on physician ordered frequencies, durations and authorizations, indicating supervisory visits, oasis due, recertifications needed and ongoing changes from modification orders.

Receives individual caregiver schedules and creates master schedule for the next week based on physician orders and authorizations. Schedules full/time benefited staff to meet productivity prior to using PRN staff.

Responsible for verifying visits with schedules to ensure within established authorizations and ordered frequencies and duration to support accurate billing and to ensure accurate visit to codes for payroll.

Assist in maintaining HR files by contacting staff and collecting renewable documents needed for their HR file.

Communicates timely with supervisor regarding any and all relevant care delivery informaiton by:

• Recognizing schedule changes that require a physician order.
• Notifying supervisor of patient discharges or hospital admits.
• Producing an accurate active patient census weekly or as requested.

Performs visit validation of all SOC/recertifications and visit notes against physician orders and authorizations verifying that visits are made within the ordered frequencies of the Medicare week.

Maintains accurate hospital hold, discharge and transfer list on Kardex and in the Novius System.

Performs timesheet validation, visit code, patient signature and visit/travel times are complete and accurate.

Qualifications

Education:

• High School or GED equivalent.
• Associates Degree in Health care related field preferred.

Necessary Skill:

• Must possess demonstrated data base management.
• Word processing and spreadsheet utilities skills.
• Demonstrated proficiency in Microsoft Word and Excel processing skills.
• Must have ability to multitask and detail oriented.
• Good interpersonal and communication skills.
• Must demonstrate independent project management.
• Excellent communication, problem solving and organizational skills.
• Ability to handle changing priorities and manage time effectively and independently.
• Must demonstrate proficiency in grammar, composition and analytical skills.

Required Experience:

• 1-2 years of data entry and/or customer service experience in a medical setting.