Scheduling Coordinator

About Kids & Adults Home Health Care; Pueblo (CO); On-site; USD 21,000 - 30,000; Full time

Job summary

About Kids & Adults Home Health Care is seeking a Scheduling Coordinator to join our Colorado team. The role supports scheduling of evaluations and visits, intake processing, and ongoing communication with families and providers to ensure smooth patient care.

Responsibilities include coordinating referrals, maintaining EMR accuracy, and collaborating with therapists and office staff to meet patient needs while upholding licensed and organizational standards.

Qualifications

• High school diploma or equivalent; some college preferred.
• 3+ years in a health care business office setting.
• Proficient in data entry, multitasking, organization and problem-solving.
• Experience using EMR systems, preferably Kantime.
• Good written and verbal communication skills; English required; Spanish helpful.

Responsibilities

• Answer phones and develop rapport with families to assess needs.
• Enter intake information and manage cases in the EMR.
• Complete intake forms and route them to scheduling, authorizations and billing.
• Schedule new patients with therapists and manage waitlists.
• Communicate with families, therapists, and referrers on care coordination.
• Verify authorizations and track patient information changes in EMR.

Skills

Customer service

Communication

Multitasking

Data entry

Administrative tasks

Education

High school diploma

Some college preferred

Tools

Kantime EMR

Microsoft Office

Job description

Description

Terms of Acceptance

I have read the attached job description for the position for the following job title(s): Scheduling Coordinator.

I fully understand the job description. I am able to perform the essential functions and meet the job requirements of the position. I understand that About Kids Home Health l may revise this job description at any time as business needs dictate. I realize that the job description is not intended to be an exhaustive listing of all the functions of the job, nor is it to limit About Kids Home Health's right to assign other functions to an employee in this position. This job description does not constitute a written or implied contract of employment and does not alter the employment at-will relationship. In addition, I have discussed the job description with my supervisor and reviewed the following dimensions as it pertains to this position.

Job Description Elements

Basic Dimensions

The Scheduling Coordinator works within About Kids Home Heath and its teams of providers to provide a range of assessments/evaluations and clinical services for children and adolescents. The Scheduling Coordinator processes referrals, admissions, and scheduling of evaluations and visits. The Scheduling Coordinator ensures communication with referrers, providers, and patients’ families.

Essential Functions

1. Answers phones and quickly develops rapport with families to fully understand and appreciate their needs – and how our agency can assist them.
2. Collects and confirms all intake information; creates/appends cases and accurately enters information (including demographics, contact email/phone, and marketing referral) into the electronic medical record (EMR) system.
3. Completes intake forms; enters and routes them appropriately to scheduling, authorizations and billing in the admissions process.
4. Schedules, assists in assigning and scheduling of new patients to available therapists.
5. Fills canceled appoints in clinic by calling patients on waitlist, scheduling patients, and notifying therapists.
6. Communicates, assists in communication with, client families and therapists on outpatient therapy related issues.
7. Verifies and tracks client insurance authorizations.
8. Tracks phone calls electronically with notes that can be understood by colleagues.
9. Obtains physician orders, and consent to treat forms signed by families; uploads into EMR.
10. Ensures new and existing referrals sources receive regular communication. After referral is received and scheduled, sends letters to families and a copy to referral source when family does not respond.
11. Updates EMR when therapists change supervisors, when patients’ addresses or other information changes, etc.
12. Ensures new families/clients are called within one business day of the referral; provides ongoing communication to families regarding wait list times.
13. Within skill set and training, assists with day-to-day issues.
14. Generates notes and documents as requested by staff, client families, or outside agencies; ensures families have provided signed and required Release of PHI forms.
15. Completes and uploads full demographic information and insurance verification on new and existing referrals.
16. Generates reports for managers/recruiter and keeps them apprised of key metrics such as number of referrals, length of wait lists, and new physician referrals.
17. Sends medical records to state and federal agencies, such as the Social Security Administration and the Department of Defense.
18. Provides requested home exercise programs and evaluations as requested by home health agencies to meet the coordination of care requirements of the state of Colorado.
19. Assist therapists resolve EMR and other issues (over the phone and in person), troubleshoots the software, and submits cases to EMR vendor for assistance.
20. Supports other office staff by cross-training and learning what information they need to complete their jobs.
21. Assists with billing, quality assurance, performance improvement, and other duties as requested.
22. Assist with office housekeeping and keeping personal area clean and tidy.

Requirements

Knowledge/Experience

• High school graduate. Some college preferred.
• At least three years’ experience in a health care business office setting.
• Computer literacy. Proficiency in Microsoft Word, Excel, Outlook, and Office 365.
• Proficiency in data entry accuracy, multitasking, organization, and problem-solving.
• Experience working within an EMR system (preferably Raintree).
• Excellent written and oral communication skills.
• Highly organized with the ability to multitask.
• Able to communicate in English -- both verbally and in writing. Spanish preferred.
• Patience. Good phone skills. Excellent customer service skills. Orientation of helpfulness and problem solving.
• Proficiency in medical terminology, including knowledge of ICD-10 and CPT codes.
• Attention to detail. Proofreading ability.
• Must be able to work well as part of a team.
• Clear criminal background check.
• Logic; strong work ethic.

Equipment, Tools and Software

• Microsoft Office, Word, and Excel
• Kantime EMR
• Basic office equipment: phone, copier, facsimile

Licenses/Certification

• CPR and First Aid trained

Physical Demands / Work Environment

• Able to lift 50 pounds
• Able to sit, and stand for periods of time