Scheduler & Care Coordinator

Otterbein Cridersville; Lebanon (OH); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical Insurance

Pet Insurance

Life Insurance

Employee Assistance Program (EAP)

401(k) Retirement Plan

Paid Time Off

Paid Holidays

Tuition Reimbursement

Tuition Discounts

Crisis Fund

Legal & Identity Protection

Job summary

Otterbein SeniorLife is seeking a Scheduler & Care Coordinator to manage daily clinician schedules, coordinate patient visits, and ensure timely, high-quality care delivery. You will work with RNs, LPNs, therapists, and aides, balancing patient needs with regulatory requirements and productivity standards.

You’ll collaborate with clinical leadership, referral sources, and families to maintain continuity of care and exceptional customer service while using Careficient, MatrixCare, WellSky, or

Qualifications

• Associate degree preferred; equivalent education and experience considered.
• Minimum of two years scheduling experience in health care or related service industry preferred.
• Experience with scheduling systems and EMR tools is preferred.
• Strong organizational and time-management skills; excellent communication.

Responsibilities

• Coordinate and maintain daily schedules for RNs, LPNs, therapists, aides, and other field clinicians.
• Assign visits based on clinician availability, location, and productivity expectations.
• Optimize schedules to maximize efficiency and minimize travel time.
• Monitor visit frequencies to ensure compliance with orders and plans of care.
• Adjust schedules in real time for admissions, discharges, and urgent needs.
• Maintain staffing coverage and contingency plans for conflicts.
• Serve as primary scheduling contact for patients, families, and staff.
• Generate scheduling reports and track visit completion trends.
• Maintain accurate scheduling information within electronic systems.
• Ensure scheduling activities align with policies and regulatory standards.

Skills

Scheduling

Time management

Communication

Organization

Education

Associate degree

Tools

Careficient

MatrixCare

WellSky

HCHB

Job description

Join Otterbein SeniorLife – a place that ignites your passion. You’ll find days filled with opportunities and memorable experiences. Become part of a team dedicated to caring for others. Career opportunities available for RNs, LPNs, CNAs, Culinary, Maintenance, Accounting, Sales, Marketing, and more.

Where Purpose Lives

Working Together for the Residents

At Otterbein, you are not just an “employee”; you are a partner in care. We believe in working together toward a common goal. Our focus is on person-centered care that honors both residents and their choices. Join a community of talented, kind, wise, funny, spirited, generous, and endearing individuals, among many other wonderful qualities.

What Makes a Meaningful, Rewarding Career?

It’s when you become a part of something bigger. You’re advancing and growing. You’re making a positive impact on the lives of others. It’s when you discover what you were born to do. It’s where you want to be. That’s Otterbein.

Life at Otterbein is progressive, supportive, fun, and inspiring.

• Medical insurance with free virtual doctor visits
• Vision and dental insurance
• Paid time off & paid holidays
• Life insurance
• 401(k)/403(b) with company match
• Employee-sponsored fund for employees in need
• Employee Assistance Program (EAP)
  *Benefits may vary based on position and location.
• Person-centered care
• Low staff-to-resident ratio
• Modern, state-of-the‑art communities
• Top-quality equipment
• Safety programs in place
• Online employee platform for peer recognition and engagement

The in-office Scheduler & Care Coordinator plays a vital role in supporting Otterbein's home health ministries by coordinating patient visits and clinician schedules to ensure timely, efficient, and high-quality care delivery. This position serves as the central point of communication for scheduling activities, balancing patient needs, clinician productivity, geographic efficiency, and regulatory requirements. The Scheduler works closely with clinical leadership, field staff, referral sources, and patients to maintain continuity of care while supporting organizational goals and exceptional customer service.

Primary Duties and Responsibilities

Scheduling & Care Coordination

• Coordinate and maintain daily schedules for RNs, LPNs, therapists, aides, and other field clinicians.
• Assign patient visits based on clinician availability, qualifications, geographic location, and productivity expectations.
• Optimize schedules to maximize efficiency and minimize travel time.
• Monitor visit frequencies to ensure compliance with physician orders and plans of care.
• Adjust schedules in real time due to admissions, discharges, call‑offs, schedule changes, and urgent patient needs.
• Coordinate start‑of‑care visits and communicate scheduling information to patients and clinicians.
• Maintain staffing coverage and coordinate contingency plans when scheduling conflicts arise.
• Monitor McBee portal.

Communication & Customer Service

• Serve as the primary scheduling contact for patients, families, clinicians, and office personnel.
• Communicate schedule changes promptly and professionally.
• Maintain positive working relationships with patients, referral sources, and internal staff.
• Assist in resolving scheduling concerns while promoting a positive patient experience.
• Participate in team meetings and operational discussions regarding staffing and productivity.

Productivity & Reporting

• Monitor clinician schedules to support agency productivity standards and operational goals.
• Generate scheduling reports and track visit completion trends.
• Identify scheduling gaps, capacity concerns, and staffing needs.
• Assist leadership with workload balancing and resource allocation.
• Maintain accurate documentation and scheduling information within electronic systems.

Compliance & Documentation

• Ensure all scheduling activities align with agency policies, payer requirements, and regulatory standards.
• Maintain confidentiality of patient and employee information.
• Ensure data entered into scheduling systems is accurate and current.
• Support audits and quality improvement activities related to scheduling and patient care coordination.

This job description is not meant to be an exhaustive list of duties or responsibilities and may change over time based on the strategy and needs of the organization.

Experience & Qualifications

• Associate degree preferred; equivalent education and experience considered.
• Minimum of two years scheduling experience in home health, hospice, healthcare, or related service industry preferred.
• Experience with Microsoft Office and electronic medical record and scheduling systems preferred, such as Careficient, MatrixCare, WellSky, or HCHB.
• Strong organizational and time‑management skills.
• Demonstrated ability to manage multiple priorities in a fast‑paced environment.
• Excellent communication and customer service skills.
• Ability to analyze scheduling needs and solve problems quickly.
• Ability to work independently and collaboratively with interdisciplinary teams.

BENEFITS*

• Medical Insurance with free virtual doctor visits
• Pet Insurance
• Life Insurance
• Employee Assistance Program (EAP) for personal and professional support
• 401(k) Retirement Savings Plan with company match
• Paid Time Off (PTO) that accrues immediately from day one
• Paid Holidays for a healthy work‑life balance
• Tuition Reimbursement up to $5,250 per year for ANY field of study
• Tuition Discounts through exclusive partnerships with the University of Cincinnati, University of Toledo, and Hondros College
• Employee‑Sponsored Crisis Fund available for those facing unforeseen challenges
• Legal & Identity Theft Protection

Growth & Development

• University Partnerships with University of Cincinnati, University of Toledo, and Hondros College for exclusive tuition discounts
• Multiple Partner Discounts available for various products and services through Access Perks
• Access to 1,000s of hours of personal and professional development material through RightNow Media @ Work

*Some benefits, including PTO and tuition reimbursement, are based on hours worked.

For more than 100 years, Otterbein has provided senior housing options rooted in respect and community. We’re a non‑profit 501(c)(3) health and human service organization, so our values and initiatives are focused on serving our residents.

Otterbein SeniorLife consists of lifestyle communities, revolutionary small house neighborhoods, home health, and hospice care in Ohio, Michigan and Indiana. We offer different lifestyle options for seniors through independent living, assisted living, skilled nursing, rehab, memory support, respite care, in‑home care, and hospice services.

In accordance with the Transparency in Coverage (TIC) regulations, partners can find health plan machine‑readable files (MRF) here: