Patient Care Coordinator

Performance Home Health; Richardson (TX); On-site; USD 50,000 - 61,000; Full time

Job summary

Performance Home Health is seeking a Patient Care Coordinator to ensure timely assignment of clinicians to patient visits and to maintain daily and long-range schedules across the active census. The role serves as the main communication hub among patients, families, and clinical staff to support reliable, high-quality home health care.

Responsibilities span scheduling, coverage, on-call support, and collaboration with Clinical Supervisors, Intake, HR, and Revenue Cycle teams to convert referrals

Qualifications

• Demonstrate urgency, accountability, and ownership in scheduling and care delivery.
• Communicate clearly with clinicians, patients, families, and leadership.
• Maintain accuracy and compliance in a fast-paced environment.
• Propose viable scheduling options when conflicts arise.
• Monitor clinician utilization and productivity weekly.

Responsibilities

• Build and adjust daily/weekly field clinician schedules across the active census.
• Identify and fill open visits, including same-day coverage when needed.
• Coordinate with clinical supervisors and HR to verify licenses and credentials.
• Ensure SOC and Recertification visits are scheduled promptly.
• Communicate schedule changes to patients, families, and clinicians.
• Manage on-call rotations and escalate coverage issues as required.
• Generate and review daily operational reports and rectify gaps.

Skills

Urgency & ownership

Communication

Scheduling

Compliance

Professionalism

Time management

Job description

Performance Home Health, LLC is a patient-centered home health agency dedicated to delivering high-quality, compassionate, and skilled care in the comfort of patients' homes. Our team works collaboratively to support patients with complex healthcare needs while upholding the highest standards of clinical excellence, patient safety, documentation, regulatory compliance, and patient education.

Position Summary

The Patient Care Coordinator (PCC) serves as the operational backbone of patient care delivery by ensuring every patient visit is assigned to a qualified and available clinician -on time, every time. This role is responsible for building, maintaining, and adjusting daily and long-range schedules for field clinicians across the active patient census, resolving coverage gaps before they result in missed visits, and serving as the primary communication hub between patients, families, and clinical staff. The Patient Care Coordinator works closely with the Clinical, Intake, Human Resources, and Revenue Cycle teams, as well as field clinicians, to ensure that every clinically accepted referral is converted into timely, reliable patient care.

Responsibilities

The responsibilities below define the core functions of the Patient Care Coordinator role. Duties are organized into four functional areas and are performed in collaboration with multiple departments across the agency.

Scheduling and Visit Coverage

• Build, maintain, and adjust daily and weekly schedules for all field clinicians across the active patient census, maintaining unassigned visits at or below 2% of the week's scheduled visits.
• Identify and fill open visits resulting from call-outs, cancellations, or new admissions as quickly as possible, including same-day coverage when necessary. Respond to staffing-pending referrals within 15 minutes.
• Assign clinicians based on geographic efficiency, patient preferences, clinical competencies, and licensure requirements.
• Collaborate with Clinical Supervisors when visits require specialized clinical skills or when patient circumstances impact scheduling feasibility.
• Coordinate with Human Resources to verify that assigned clinicians maintain current licenses, certifications, and credentials before patient assignment.
• Maintain accurate records of clinician availability, including PTO, on-call assignments, scheduling preferences, and other availability changes within the scheduling system.
• Participate in the agency's on-call rotation, including resolving after-hours scheduling needs and escalating issues in accordance with Section 5.3.
• Proactively identify and communicate anticipated staffing shortages or coverage concerns before they affect patient care.

Scheduling Documentation and Visit Integrity

• Schedule Start of Care (SOC) visits immediately upon clinical acceptance.
• Schedule Start of Care and Recertification visits as directed by Case Managers.
• Complete Welcome Calls before the Start of Care. Make the first outreach attempt within 24 hours of the later of clinical acceptance or the scheduled SOC date, and document all communication accurately in KanTime.
• Update visit types promptly when requested by Case Managers or Quality Assurance.
• Accurately document all scheduling activities, patient confirmations, clinician assignments, coverage decisions, cancellations, and schedule changes within the scheduling system.
• Run and review daily operational reports, including missed visits, pending check-ins, scheduling accuracy, and clinician utilization. Take corrective action or escalating issues promptly, ensuring no Assessments or Reassessments remain missed without reassignment or rescheduling.

Communication and Care Coordination

• Communicate with clinicians to confirm schedules, notify them of schedule changes, and ensure timely check-in and check-out documentation for every visit. Ensure all pending in-house staff check-ins are reconciled by the end of the following business day.
• Notify patients and families promptly of schedule changes, delays, or coverage issues while maintaining a professional and customer-focused approach.
• Consult with Case Managers before implementing scheduling changes involving high-acuity patients or other clinically sensitive situations.
• Maintain a high level of responsiveness, organization, and professionalism in all phone, email, and internal communications, keeping missed calls at or below 5%.

Utilization Monitoring and Workforce Management

• Monitor each field clinician's weekly productivity points throughout the operating week, counting only eligible visits toward productivity requirements.
• Schedule PRN clinicians only as needed and maintain each PRN clinician at no more than five (5) visits per week, regardless of whether visits are assigned to one patient or multiple patients.
• Balance visit assignments to help full-time and part-time clinicians meet their weekly productivity point minimums without creating unnecessary overtime or workload imbalance.
• Identify clinicians who are trending below productivity expectations or generating avoidable overages, and proactively rebalance assignments or elevate concerns before the close of the operating week.

Required Qualifications

• Demonstrate a strong sense of urgency, accountability, and ownership in all aspects of the role.
• Take ownership of the schedule from start to finish by proactively identifying coverage gaps and resolving issues before they affect patients or the clinical team.
• Communicate clearly, accurately, and promptly with clinicians, patients, families, and leadership to ensure all stakeholders remain informed of scheduling changes.
• Maintain accuracy and compliance while working in a fast-paced environment where priorities change frequently.
• Apply a solution-oriented approach by presenting viable options when scheduling challenges arise, including call-outs, patient refusals, or scheduling conflicts.
• Recognize and address compliance concerns related to staffing, scheduling, clinician qualifications, and visit coverage without requiring direction from leadership.
• Manage clinician utilization as a key measure of scheduling effectiveness by keeping full-time and part-time clinicians on track to meet weekly productivity requirements, maintaining PRN utilization within established limits, and identifying productivity risks before the operating week concludes.
• Demonstrate professionalism, empathy, and sound judgment in all interactions with patients, families, clinicians, and coworkers, particularly during challenging or high-pressure situations.

Salary Compensation: $55,000

Work Schedule - Monday through Friday, 8:00 AM - 5:00 PM.