Patient Care Coordinator / Scheduler (non-clinical)

Adaptive Home Health; San Antonio (TX); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

401(k) + 401(k) matching

Health, dental, vision, and life保险

Paid time off

Referral program

Job summary

Adaptive Home Health is seeking a Scheduler / Patient Care Coordinator (Non-Clinical) to organize and optimize home health visit scheduling across Texas. You will balance clinician assignments, manage authorizations, and ensure timely patient care in a fast-paced office setting.

You will work with HCHB, Monday.com, Smappen, and Teams to coordinate visits, resolve conflicts, and maintain clear records for clinicians and branch leaders.

Qualifications

• 1-2 years of scheduling, coordination, or administrative experience, healthcare scheduling preferred
• Strong attention to detail and ability to manage multiple priorities
• Excellent communication skills (phone, Teams, email) with clinicians, managers, and patients
• Comfortable with technology and learning new systems quickly (HCHB, Monday.com, Smappen, Microsoft Teams)
• Ability to work in a fast-paced, high-volume environment with tight turnaround time expectations
• Strong problem-solving skills and ability to upscale when issues arise

Responsibilities

• Schedule approved home health visits for SN, PT, OT, ST, and HHA services
• Assign visits to field clinicians based on coverage area and productivity balance
• Process reschedule requests, missed visits, reassigned visits, and declined visits
• Verify discharge, recertification, and ROC visits are properly scheduled
• Monitor authorization status and elevate missing or expired authorizations
• Maintain documentation via coordination notes in HCHB for field clinicians and managers
• Collaborate with Clinical PCCs, intake coordinators, clinical managers, and clinicians to resolve scheduling conflicts
• Balance clinician workload to prevent burnout while ensuring timely care
• Manage workflow tasks in HCHB (Complete Requested Schedule, Reschedule Visit, etc.)
• Communicate via Teams and Monday.com to coordinate scheduling needs

Skills

Scheduling experience

Attention to detail

Communication skills

Tech-savvy

Multitasking

Tools

HCHB

Monday.com

Smappen

Microsoft Teams

Job description

Authorization Verification

Role:

Scheduler / Patient Care Coordinator (Non-Clinical)

• Comp: $52,000.00 - $60,000.00 per year
• Schedule: Full-time, Monday–Friday
• Location: Office-based

Adaptive Home Health is building a higher-acuity, patient-centered, skilled home health model across Texas. Our ultimate mission is to dramatically improve patient access to home health care.

The Scheduler / PCC role ensures that approved visits are scheduled efficiently, clinician assignments are balanced, and patients receive timely care. You are the operational backbone that keeps field operations running smoothly.

Who We Are

We build technology to better support our teams and remove administrative friction. Our scheduling product (launching soon) will make it easier to coordinate visits, reduce last-minute changes, and protect clinician capacity. In the meantime, you'll work in Homecare Homebase (HCHB) and Monday.com to manage scheduling workflows.

If you are highly organized, detail-oriented, and you like solving scheduling puzzles while ensuring patients get care on time, this role gives you meaningful impact in a fast-paced coordination environment.

What You Will Do

• Schedule approved home health visits for skilled nursing (SN), physical therapy (PT), occupational therapy (OT), speech therapy (ST), and home health aide (HHA) services.
• Assign visits to field clinicians based on coverage area, continuity, and productivity balance (target: 6-7 points/day, ~28 points/week).
• Process reschedule requests, missed visits, reassigned visits, and declined visits according to SOPs and turnaround time targets.
• Verify that discharge, recertification, and resumption of care (ROC) visits are properly scheduled.
• Monitor authorization status and elevate missing or expired authorizations to the authorization team.
• Maintain clear documentation via coordination notes in HCHB to ensure communication with clinicians, clinical managers, and branch directors.
• Collaborate with Clinical PCCs, intake coordinators, clinical managers, and field clinicians to resolve scheduling conflicts and barriers.
• Balance clinician workload to prevent burnout while ensuring patients receive timely care.
• Manage workflow tasks in HCHB including Complete Requested Schedule, Reschedule Visit, Process Missed Visits, Process Reassigned Visit, and Reassign Declined Visit.
• Communicate via Microsoft Teams and Monday.com to coordinate real-time scheduling needs.

Why Adaptive

• Operations that support you: You are backed by an experienced clinical and operational team. You focus on scheduling logistics, not clinical decisions.
• Clear processes with technology support: We use HCHB, Monday.com, Smappen, and internal tools to make scheduling more efficient. Our scheduling product (launching soon) will automate much of the manual work.
• Mission-driven work: Every visit you schedule gets a patient the care they need. You are directly expanding access to high-quality home health.
• Growth opportunity: Strong performers in this role grow into scheduling leadership, operations coordination, or branch-level support roles.

Requirements

Must-haves

• 1-2 years of scheduling, coordination, or administrative experience (healthcare scheduling strongly preferred)
• Strong attention to detail and ability to manage multiple competing priorities simultaneously
• Excellent communication skills (phone, Teams, email) with clinicians, managers, and patients
• Comfortable with technology and learning new systems quickly (HCHB, Monday.com, Smappen, Microsoft Teams)
• Ability to work in a fast-paced, high-volume environment with tight turnaround time expectations
• Strong problem-solving skills and ability to upscale appropriately when issues arise

Nice-to-haves

• Previous home health scheduling or PCC experience
• Familiarity with Homecare Homebase (HCHB) or similar EMR systems
• Understanding of home health visit types, service codes, and authorization requirements
• Experience using Monday.com or similar project management tools
• Experience with geographic routing or coverage mapping tools

Focus areas

• Home Health Visit Scheduling & Coordination
• Clinician Capacity Management
• Workflow Task Processing (HCHB)
• Authorization Verification
• Cross-Team Communication & Escalation

Benefits

• 401(k) + 401(k) matching
• Health, dental, vision, and life insurance
• Paid time off
• Referral program