Scheduler & Transportation Coordinator

Heart Healthcare Management PA LLC; Hopewell Township (York County); On-site; USD 38,000 - 52,000; Full time

Job summary

Acadia Nursing and Rehabilitation in Aliquippa, PA seeks a Scheduler & Transportation Coordinator to manage monthly master schedules and coordinate resident transportation for off-site appointments. The role involves communicating schedules, coverage needs, and liaising with transport providers to ensure smooth operations.

Candidate should have 0–2 years of scheduling or admin coordination experience; familiarity with PBJ reporting and PA healthcare guidelines is preferred.

Qualifications

• Experience: No experience required; 1–2 years scheduling, transportation, or admin coordination in SNF/medical setting preferred.
• Regulatory knowledge: Familiarity with long-term care staffing compliance, PBJ reporting concepts, and PA healthcare guidelines preferred.
• Skills: Strong organizational, multitasking, and communication abilities; good interpersonal relations with nursing teams and transport drivers.
• Education: High School Diploma or equivalent required.

Responsibilities

• Staff Scheduling & Timekeeping: Build, post, and maintain monthly master schedules for RNs, LPNs, and CNAs; manage daily staffing adjustments and overtime control.
• Resident Transportation & Logistics: Coordinate non-emergency medical transportation for off-site appointments and communicate details to managers and families.
• Communication & Coordination: Serve as liaison between facility and contracted transport providers; ensure coverage and compliance with PA guidelines.

Education

High School Diploma or equivalent

Job description

Acadia Nursing and Rehabilitation in Aliquippa, PA is seeking a detail-oriented, highly organized Scheduler & Transportation Coordinator to join our administrative leadership team. In this dual-focus role, you will play a critical part in maintaining smooth daily operations—managing master nursing department schedules to ensure optimal care coverage and state staffing compliance, while seamlessly coordinating medical transportation and off-site appointments for our residents.

Staff Scheduling & Timekeeping

• Build, post, and maintain monthly master schedules for Registered Nurses (RNs), Licensed Practical Nurses (LPNs), and Certified Nursing Assistants (CNAs).

• Manage daily staffing adjustments, call-outs, shift swaps, and open shifts while balancing overtime control and departmental budgets.

• Track planned Paid Time Off (PTO), leave of absence requests, and shift coverage to maintain required hours per resident day (PPD) and PA Department of Health/CMS staffing guidelines.

• Maintain clear, proactive communication with nursing leadership regarding daily coverage and agency staff utilization.

Resident Transportation & Logistics

• Coordinate, schedule, and confirm all non-emergency medical transportation for resident off-site appointments (e.g., dialysis, surgical follow-ups, wound care, and specialist visits).

• Communicate appointment details, preparation requirements, and departure times to unit managers, charge nurses, and resident families/responsible parties.

• Serve as the primary liaison between the facility, contracted medical transport providers.

Qualifications & Requirements

• Experience: No experience required; 1–2 years of scheduling, transportation, or administrative coordination experience in a skilled nursing facility (SNF) or medical environment is preferred. Full onboarding and system training will be provided.

• Regulatory Knowledge: Familiarity with long-term care staffing compliance, PBJ (Payroll-Based Journal) reporting concepts, and Pennsylvania healthcare labor guidelines preferred.

• Skills: Exceptional organizational, multitasking, and communication skills; strong interpersonal abilities for collaborating with nursing teams and transport drivers.

• Education: High School Diploma or equivalent required.