Scheduling Coordinator

AdaptHealth, LLC; Framingham (MA); On-site; USD 25,000 - 33,000; Full time

Job summary

AdaptHealth, LLC is seeking a Scheduling Coordinator to arrange patient home visits and coordinate staff assignments according to the plan of care. The role includes data entry, scanning, and communication with managers and staff regarding patient needs.

Responsibilities include maintaining schedules, handling calls professionally, verifying patient information, and ensuring HIPAA compliance in an office setting. A high school diploma and healthcare experience are preferred.

Qualifications

• High school diploma or equivalent.
• 1 year health-care administrative, financial, or insurance customer service experience.
• Senior-level requires two years of work-related experience in a Medicare-certified environment.

Responsibilities

• Schedule patient home visits per care plan.
• Assign staff promptly on referral receipt when possible.
• Contact patients to set expectations of home health services and collect co-pays as applicable.
• Maintain and disseminate daily patient schedules.
• Maintain current employee schedules and update databases as directed.
• Handle inbound and outbound calls professionally and timely.

Skills

Patient interaction

Decision making

Verbal and written communication

Microsoft Office

Multitasking

Education

High School Diploma

Job description

Description

Position Summary:

The Scheduling Coordinator is responsible for scheduling patient visits to corresponding homes and facilities. Also responsible for making assignments for staff according to their schedule needs, data entry, scanning, faxes, mail, copies information, and communicating with managers and staff related to patients’ condition and needs.

Essential Functions and Job Responsibilities:

• Schedules patient home visits according to their plan of care and staff accessibility.
• Makes assignments promptly-day of referral receipt, if possible
• Contacts patients to set expectations of home health services and collect co-pay as applicable.
• Create, edit, and disseminate daily patient schedules accordingly.
• Maintains current employee schedules and updates appropriate database as directed.
• Responsible for both inbound and outbound calls, handling calls in a professional manner, and timeliness response.
• Discern patient services required, as outlined in agreements, urgent requests, and care plans.
• Accurately enters patient information and demographics into company utilized database.
• Keeps manager informed of reported changes in patient’s condition or staffing shortages or delays
• Maintains list of clinicians under the associated personnel as the staff is assigned.
• Documents communication with physician, patients, family, and staff members in the electronic record
• Ensures confidentiality of patient care information and documentation
• Recognizes and responds to department needs appropriately.
• Performs general office duties including but not limited to filing, scanning, shredding, photocopy, sort/distribute mail, and providing reception and telephone services.
• Recognize and communicate trends or problems to management.
• Responsible for sending letters to patients when contact cannot be made
• Consistently answers emails concerning patients’ needs in a timely manner
• Follows through on emails/phone calls until the patient is taken care of
• Demonstrates patient concern by consistently asking every patient how he/she is doing when speaking to him/her
• Verifies or obtains alternate contact information, patient address, and any specific instructions for the patient visit.
• Is actively involved in team activities, evidenced by participation, mentoring, and training with co-workers
• Assist in the development and maintenance of reference materials for use by staff and facilitates the sharing of information
• Develops relationships with branches, other teams to accomplish goals
• Participates in monthly team meetings and training
• Maintain patient confidentiality and function within the guidelines of HIPAA
• Completes assigned compliance training and other educational programs as required
• Maintains compliant with AdaptHealth’s Compliance Program
• Perform other related duties as assigned

Competency, Skills, and Abilities:

• Ability to appropriately interact with patients, referral sources, and staff.
• Decision Making.
• Analytical and problem-solving skills with attention to detail.
• Strong verbal and written communication.
• Excellent customer service and telephone service skills.
• Proficient computer skills and knowledge of Microsoft Office.
• Ability to prioritize and manage multiple tasks.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to work independently as well as follow detailed directives
• Solid ability to learn new technologies and possess the technical aptitude required to understand the flow of data through systems as well as system interaction.

Requirements

Education and Experience Requirements:

• High School Diploma or equivalent.
• One (1) year work-related experience in health care administrative, financial, or insurance customer services, claims, billing, call center, or management regardless of industry.
• Senior-level requires two (2) years of work-related experience and one (1) year of exact job experience.
• Exact job experience is considered any of the above tasks in a Medicare-certified HME, Diabetic, Pharmacy, or home medical supplies environment that routinely bills insurance.

Physical Demands and Work Environment:

• The work environment may be stressful at times, as overall office activities and work levels fluctuate.
• Must be able to bend, stoop, stretch, stand, and sit for extended periods of time.
• Subject to long periods of sitting and exposure to the computer screen.
• Ability to perform repetitive motions of wrists, hands, and/or fingers due to extensive computer use.
• Must be able to lift 5 to 10 pounds periodically as needed.
• May be exposed to angry or irate customers or patients.
• This position if primarily performed within an office building.
• Excellent ability to effectively communicate both verbally and written with customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy.
• Mental alertness to perform the essential functions of the position.