SCHEDULER

Waveny Brand; Wilton (CT); On-site; USD 40,000 - 55,000; Full time

Job summary

Waveny Brand in Wilton, CT is seeking an Administrative Scheduling Coordinator to ensure timely, efficient scheduling of all patient services using our EMR-based system. The role includes assigning cases to clinicians and case managers, maintaining staff schedules, coordinating intake, and ensuring regulatory-compliant documentation.

The ideal candidate has a high school diploma or equivalent (some college preferred), strong Microsoft Office skills, prior home care experience, and the ability to

Qualifications

• High school diploma or equivalent required.
• Experience in home care environment preferred.
• Proficiency with Microsoft Office suite.
• Ability to work independently and as part of a team to meet deadlines.

Responsibilities

• Coordinate patient visits with clinicians and case managers to ensure timely scheduling.
• Maintain schedules for paraprofessional and home health staff.
• Assist intake staff to ensure timely acceptance or referral of services.
• Communicate schedules and changes to clients and staff.

Skills

Scheduling coordination

Customer service

Microsoft Office

Teamwork

Communication

Independent worker

Education

High school diploma or equivalent

Some college preferred

Tools

EMR system

Job description

• Assure all ordered services to patients are provided on a timely basis with utmost efficiency utilizing EMR-based scheduling system.
• Assign new cases to the admitting clinician and ongoing case manager as soon as received.
• Maintain schedule of all paraprofessional and Waveny at Home staff.
• Review and resolve all open orders and unassigned visits throughout the day to ensure all patient care assignments are fulfilled timely.
• Review and resolve “No Case Manager Assigned” list daily.
• Act as resource and support person for staff and clients, triaging non-clinical calls and resolving issues timely.
• Independently resolve scheduling related customer service issues. Seeks supervisor counsel when necessary.
• Maintain a friendly, open, responsive and compassionate demeanor when interacting with patients and families, applying sound judgment based on policy and procedures.
• Assist clinicians in coordination of care by assuring visits are scheduled efficiently and effectively with a patient-centered approach.
• Plan for staff absences.
• Assure all full-time staff are fully assigned prior to scheduling per diem staff.
• Work with Intake staff to ensure timely acceptance or referral and delivery of service.
• Confirms supervisory authorization for high utilization service and managed care/Medicaid/SWCAA requests.
• Report any difficulties in scheduling cases as soon as possible.
• Accept/document calls from staff reporting visits scheduled for the day and assure schedule reflects clinical plan.
• Refer to contracted agencies as appropriate with supervisory approval.
• Notify Primary Care Nurse of HHA orientations and supervisions.
• Inform clients and staff of schedules and changes.
• Anticipate upcoming needs and plan accordingly e.g. holiday service needs, weekends.
• Participate in payroll validation.
• Maintain confidentiality and composure at all times.
• Complete administrative and clerical duties in a timely fashion as directed.
• Completes heavy data entry with accuracy and in a timely manner.
• Completes daily documentation tracking for regulatory compliance and updates EMR timely.
• Perform other clerical functions as it relates to maintaining ability of field and office staff to efficiently provide necessary care.
• High school diploma or equivalent required, some college preferred
• Proficiency with Microsoft Office suite.
• Prior experience in home care environment.
• Experience interfacing with clients in a professional manner.
• Ability to establish positive working relationships.
• Ability to meet public and staff as a positive, friendly and professional representative of agency.
• Ability to prioritize and organize.
• Ability to work independently and as part of a team to meet deadlines.

All Agency Employees Must:

• Maintain staff and patient confidentiality
• Abide by related Waveny policies and appropriate departmental procedures
• Perform other duties as required by Waveny

Working Conditions/Physical Requirements

• Ability to sit for extended periods (with normal breaks)
• Ability to use a computer (keyboard, mouse, screen) for most of the workday
• Good vision (with or without corrective lenses) for reading screens and documents
• Manual dexterity for typing, writing and handling paperwork
• Ability to communicate clearly (verbal and written)
• Basic mobility, such as walking within the office and standing occasionally

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.