Scheduling Coordinator

GrandCare; United States; Remote; USD 30,000 - 33,000; Part time

Job summary

GrandCare Health Services is seeking a Scheduling Coordinator to manage patient referrals and visit schedules for home health services in Pasadena, CA or remote. This role supports field staff, clinicians, and referral partners to optimize care delivery in a fast-paced setting.

The position requires healthcare scheduling experience, EMR familiarity (Homecare Homebase preferred), and knowledge of Medicare/Medicaid, with HIPAA compliance and strong organizational skills.

Qualifications

• 1+ year scheduling in a healthcare office setting; home health experience required.
• Familiarity with EMR systems; Homecare Homebase (HCHB) is a major plus.
• Knowledge of Medicare/Medicaid and insurance terminology.
• Strong medical terminology and documentation skills.
• Detail oriented with ability to prioritize in a busy setting.
• Knowledge of state and federal employment regulations preferred.
• Autonomy, organization, time management, flexibility and discretion.
• Excellent listening skills and professional empathy.
• Confidentiality and HIPAA compliance.

Responsibilities

• Schedule patient referrals and visits for field staff.
• Prepare weekly clinician schedules and monitor capacity.
• Use EMR and scheduling tools to manage visits and statuses.
• Assign visits to clinicians by geography and skill.
• Communicate with field staff and Clinical Manager regarding schedules.
• Handle scheduling issues from patients and staff.
• Monitor hospitalized patients and follow up as needed.
• Support care coordination with patients, referral sources, and office staff.
• Run reports and adjust workflow.

Skills

Healthcare scheduling

EMR familiarity

Medicare/Medicaid knowledge

Medical terminology

Attention to detail

Time management

Organizational skills

Listening skills

Discretion/HIPAA

Tools

Homecare Homebase (HCHB)

Job description

Scheduling Coordinator - Home Health

Schedule: Part time/PRN

Location: Pasadena, CA or Remote

Pay: $22-24/hour

Build a Rewarding Career as a Healthcare Scheduler At GrandCare Health Services , we’re transforming the home health experience by delivering exceptional care directly to patients where they feel most comfortable: at home.

As a leader in post-surgical and orthopedic rehabilitation , we proudly serve communities throughout Southern California , helping patients regain strength, confidence, and independence after surgery, illness, and injury. As a Scheduler, you’ll play a critical role in connecting patients, clinicians, and referral partners by coordinating visits, optimizing schedules, and ensuring the seamless delivery of care. This is more than a traditional administrative position; it’s an opportunity to make a meaningful impact on the patient experience while working in a fast-paced, collaborative environment. GrandCare offers a supportive team culture, opportunities for professional growth, ongoing development, and the satisfaction of helping patients receive the care they need when they need it most. If you’re highly organized, detail-oriented, and passionate about delivering exceptional service, you’ll find a rewarding career with a company dedicated to excellence in home health care.

POSITION SUMMARY:

The Scheduling Coordinator is responsible for managing patient referrals and visit schedules. This person assigns home visits and other services for field staff and assists with the coordination of care. This person works under the direction of the Clinical Manager to ensure the proper utilization of clinical resources to maximize care center capacity and utilization guidelines. Responsible for scheduling and communicating with field staff, patients, and Clinical Manager regarding scheduling of patient services.

ESSENTIAL RESPONSIBILITIES AND DUTIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

• Ensure patient assessment visits including all Oasis visits are scheduled and performed timely.
• Prepare weekly clinician schedules. Review clinician schedules daily or more frequently as needed to determine capacity opportunities and ensure productivity standards are being met.
• Utilize EMR and scheduling tools to efficiently schedule all visits with field staff considering business needs, patients’ needs and employee needs. Process workflow for scheduled, missed, rescheduled, reassigned, declined, and delivered visits.
• Ensure clinicians are assigned and scheduled in most efficient geography, maximizing clinician efficiency, utilizing the lowest possible discipline, matching skill with required care, and optimizing clinician capacity.
• Communicate daily with field staff regarding any visits unaddressed in late, pending, or incomplete status for resolution as appropriate. Notify the Clinical Manager, as needed.
• Manage calls from patients and field staff related to scheduling issues. Refer clinical and performance
• related issues to the Clinical Manager.
• Monitor hospitalized patients and ensure the team follows up as necessary.
• Complete requested schedules ensuring all orders and services (e.g. lab draw, supervisory visits, addon visits or disciplines etc.) are included as required.
• Support the Clinical Manager and work collaboratively to ensure timely communication with patients, clinicians, referral sources, BD team and other office personnel.
• Run all applicable reports and respond to work flow by taking appropriate actions.
• Assist with internal or external transfer of patients between agencies and/or Hospice services.
• May be responsible for maintaining supply closet with routine supplies, ensuring supplies are within expiration dates and packaged appropriately, and serve as liaison with the field for patient supply needs.
• Work effectively with frequent changes and interruptions.
• Maintain confidentiality in accordance with HIPAA and all other established laws, policies, procedures and standards of care.
• Perform other related duties and special projects as assigned.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by the employee of this job. The employee may be requested to perform job-related tasks other than those stated in this description.

QUALIFICATIONS/REQUIREMENTS FOR THE POSITION:

• At least one (1) year of experience scheduling in a healthcare office setting, such as admissions, patient access, or intake, with experience in home health required.
• Demonstrated experience or ability to quickly learn and utilize an Electronic Medical Record (EMR) system; familiarity with Homecare Homebase (HCHB) is a major plus.
• Basic knowledge of Medicare, Medicaid and commercial insurance plans and terminology related to eligibility and authorization.
• Strong understanding of medical terminology and documentation requirements.
• Knowledge of computer and electronic HRIS and EMR systems a plus.
• Detail focused and ability to set appropriate priorities amongst multiple demands.
• Knowledge of state and federal employment compliance regulations preferred.
• A positive, flexible, and caring personality who displays good judgment, inspires confidence, and handles confidential matters with discretion.
• Excellent listening skills and demonstrates professional empathy.
• Must consistently demonstrate autonomy, organization, efficient time management, confidence, flexibility and cooperation in performing job responsibilities.

PREFERRED KNOWLEDGE AND SKILLS:

• Excellent critical thinking skills and organizational abilities.
• Exceptional written, oral, and interpersonal skills and the ability to effectively interface with all staff
• Comfortable analyzing information and dealing with complexity
• Quickly and effectively identify and resolve problematic situations
• Able to handle confidential material in a reliable manner
• Ability to perform several tasks concurrently with ease and professionalism
• Ability to effectively prioritize workload in a fast-paced environment
• Strong attention to detail and accuracy
• Proficiency with Microsoft Office Suite

Why GrandCare Health Services?

At GrandCare, our mission is simple: deliver exceptional patient care while creating an environment where clinicians can thrive.

We operate with the CAPLICO Core Values at the heart of everything we do:

• Celebration
• Accountability
• Passion for Learning
• Love One Another
• Intelligent Risk Taking
• Customer Second
• Ownership

These values guide the way we care for patients, support one another, and build a culture of excellence.

We believe our employees are our greatest strength. That’s why we invest in creating a workplace where clinicians feel respected, supported, and empowered to make a difference. If you’re passionate about exceptional home health care and want to help elevate post-surgical rehabilitation throughout Southern California, we’d love to meet you.

Make Every Visit Count

Your clinical expertise can help patients regain independence, recover with confidence, and return to the activities they love. If you’re looking for a rewarding opportunity with flexibility, support, and the chance to make a meaningful impact every day, GrandCare is the place for you.

The employer for this position is stated in the job posting. The Pennant Group, Inc. is a holding company of independent operating subsidiaries that provide healthcare services through home health and hospice agencies and senior living communities located throughout the US. Each of these businesses is operated by a separate, independent operating subsidiary that has its own management, employees and assets. More information about The Pennant Group, Inc. is available at http://www.pennantgroup.com.