Private Duty Nursing Scheduling Coordinator

At Home Healthcare of Middle Tennessee; Bowling Green (KY); On-site; USD 25,000 - 33,000; Full time

Job summary

At Home Healthcare of Middle Tennessee is seeking a Scheduling Coordinator to manage visit schedules, track staff availability, and coordinate replacements. You will ensure accurate scheduling and timely billing support across departments.

The role requires a high school diploma, one year of home care or customer service experience, and strong communication and HIPAA awareness. A Bachelor's degree is preferred, and you’ll work in a fast-paced office environment with travel as needed.

Qualifications

• High school diploma or equivalent.
• Bachelor’s degree preferred.
• One year of home care experience and/or one year of customer service experience and/or one year of medical office experience preferred.

Responsibilities

• Maintain a complete visit schedule, track staff availability, cancellations, late arrivals, and early departures using scheduling software.
• Monitor electronic clock-ins/outs for field staff, address missed clocks, and troubleshoot as needed.
• Find replacements for staff that call in sick or are unable to work.
• Verify all weekend shifts on Friday to ensure weekend coverage.
• Recruit and assist in hiring and orientation when warranted.
• Assist in coaching employees as needed.
• When on-call, locate staff and maintain a log of events and issues as needed.
• Communicate with clients professionally and resolve concerns.
• Maintain good communication with all personnel and departments.
• Assist with staff continuing education as needed.
• Assist Billing with verification and timely submission of information for billing.
• Report critical incidents, injuries, leaves, or unusual situations to the appropriate contact.
• Understand and adhere to organizational policies and seek guidance when unclear.
• Maintain professional appearance and dress code adherence.
• Maintain confidentiality per HIPAA and related regulations.
• May assist with admissions, field staff supervisory visits, and field staff training.

Skills

Scheduling

Staff coordination

Clock-ins

Recruitment assistance

HIPAA compliance

Education

High school diploma

Bachelor’s degree preferred

Job description

• Assists with maintaining a complete and accurate visit schedule, tracking staff and availability, cancellations, late arrivals and/or early departures from assigned shifts, fully utilizing assigned scheduling software.
• Monitors electronic clock-ins and clock-outs for field staff, addresses missed clocks, and troubleshoots as needed.
• Finds replacements for staff that call in sick or are unable to work as needed.
• Verifies all weekend shifts on Friday to assure that all needs for the weekend are addressed as needed.
• Recruits and assists in the hiring process and orientation process when warranted.
• Assists in coaching employees as needed.
• When on-call, uses every effort to find staff when there is a need, keeps a log of events including employee availability, employee issues, problems with staff or client concerns as needed.
• Understands and resolves concerns from clients in a positive and professional manner.
• Maintains good communication with all personnel, supervisory staff, and all departments.
• Assists with ensuring staff continuing education is completed, as needed.
• Assists the Billing Department with verification and timely submission of information necessary to bill.
• Reports all Critical Incidents, injuries, leave requests, or any other unusual situations to the appropriate contact personnel immediately and assists if requested.
• Understands and assures adherence to all organizational and external policies, procedures, and processes (administrative, personnel, etc.). Seeks guidance and further clarification of organizational policies, procedures, and processes when uncertainty/confusion arises.
• Always maintains a professional appearance. Follows dress code policy requirements.
• Maintains confidentiality of information related to business practices, business activities and personnel, including such information also covered under HIPAA regulations.
• May assist with admissions, field staff supervisory visits, and field staff training.

Pay: $18-$24/Hour DOE

• Assists with maintaining a complete and accurate visit schedule, tracking staff and availability, cancellations, late arrivals and/or early departures from assigned shifts, fully utilizing assigned scheduling software.
• Monitors electronic clock-ins and clock-outs for field staff, addresses missed clocks, and troubleshoots as needed.
• Finds replacements for staff that call in sick or are unable to work as needed.
• Verifies all weekend shifts on Friday to assure that all needs for the weekend are addressed as needed.
• Recruits and assists in the hiring process and orientation process when warranted.
• Assists in coaching employees as needed.
• When on-call, uses every effort to find staff when there is a need, keeps a log of events including employee availability, employee issues, problems with staff or client concerns as needed.
• Understands and resolves concerns from clients in a positive and professional manner.
• Maintains good communication with all personnel, supervisory staff, and all departments.
• Assists with ensuring staff continuing education is completed, as needed.
• Assists the Billing Department with verification and timely submission of information necessary to bill.
• Reports all Critical Incidents, injuries, leave requests, or any other unusual situations to the appropriate contact personnel immediately and assists if requested.
• Understands and assures adherence to all organizational and external policies, procedures, and processes (administrative, personnel, etc.). Seeks guidance and further clarification of organizational policies, procedures, and processes when uncertainty/confusion arises.
• Always maintains a professional appearance. Follows dress code policy requirements.
• Maintains confidentiality of information related to business practices, business activities and personnel, including such information also covered under HIPAA regulations.
• May assist with admissions, field staff supervisory visits, and field staff training.

Qualifications

Education and/or Experience: High school diploma or equivalent. Bachelor’s degree preferred. One year of home care experience and/or one year of customer service experience and/or one year of medical office experience preferred.

Language Ability: Ability to read, analyze, and interpret intake/admission orders, insurance documents, financial reports, and care orders. Ability to respond to common inquiries from patients. Ability to communicate professionally with other professionals, colleagues, and members of the community. Effectively listens to others and provides relevant and timely information to management, colleagues, and patients. Ability to communicate warmly and effectively over the phone and in writing.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage.

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Environmental Demands: Ability to adapt and perform job duties in a normal office environment.

Physical Demands: Primarily sedentary, with the ability to occasionally stand, walk, use hands to handle/feel, reach with hands and arms, stoop, kneel, crouch, twist, talk, hear, smell, manipulate up to 50 pounds, lift up to 30 pounds of office supplies, and ability to walk up and down a normal flight of stairs. Specific vision abilities include close vision, distance vision, color vision, and ability to adjust focus.

Transportation Demands: Must have a valid driver’s license and/or the availability of an insured vehicle to travel to and from assigned worksite, as needed.