Scheduling Operations Specialist

Hospice of Michigan, Inc.; Southfield (MI); On-site; USD 40,000 - 60,000; Full time

Job summary

Hospice of Michigan, Inc. in Southfield, MI seeks a Scheduling Operations Specialist to manage patient and staff schedules across all disciplines in the EHR. You will coordinate field staff visits, monitor visit frequencies, and liaise with patients and staff to optimize routes and care delivery.

You will support payroll reporting, generate scheduling reports, and ensure compliance with regulatory guidelines while maintaining high standards of professional conduct.

Qualifications

• Associate’s degree in business, healthcare or related field preferred; mix of work experience may be considered.
• 1–3 years clinical or healthcare scheduling experience required; hospice knowledge preferred.
• Strong computer skills and familiarity with EHR systems and MS Office.

Responsibilities

• Create and maintain patient and staff schedules in the EHR for all disciplines.
• Schedule patient visits per care plans, priority and staff availability.
• Monitor visit frequencies to ensure regulatory compliance.
• Coordinate field staff scheduling to minimize drive time and route changes.
• Produce reports on scheduling trends for leadership.

Skills

Microsoft Office

EHR systems

Geography knowledge

Map apps proficiency

Typing speed 60 wpm

Communication skills

Education

Associate's degree in business, healthcare or related field

Tools

Google Maps

NorthStar Care Community shift planning software

Job description

Scheduling Operations Specialist

Hospice of Michigan Southfield, Michigan, United States

About this position

Scheduling Operations Specialist

Essential Functions for Field-Scheduling Role:

• Creates, enters, and maintains patient and staff schedules for all disciplines in the Electronic Health Record (EHR).
• Schedules patient visits according to care plans, priority and staff availability.
• Reviews and monitors visit frequencies for all disciplines to ensure regulatory compliance.
• Schedules and re-schedules appointments for field staff to ensure all visit frequencies are met; works to minimize drive time and/or distance as needed and suggests alternative routes when appropriate.
• Acts as liaison between patients and staff, to coordinate field staff routes and schedules.
• Reviews time logs with visit completions/missed visits and reconciles discrepancies.
• Maintains staff and patient statistics by running necessary reports from the EHR (e.g. staff productivity, case count, staff call-in report, missed visit report, etc.).

Essential Functions for Triage-Scheduling Role:

• Inputs Caregiver Support Center staffing schedules into NorthStar Care Community’s shift planning software.
• Completes and updates partner schedule resources, to ensure required coverage is met.
• Maintains constant contact with leadership to coordinate needed staffing adjustments based on current and forecasted results.

Essential Functions for all Scheduling Operations Specialists:

• Coordinates coverage for staff call-offs, CTO (time off), and long-term leaves of absences, ensuring schedule continuity.
• Creates reports as requested to help leadership understand scheduling trends.
• Interacts with all patients, families, caregivers, and internal colleagues in a courteous and professional manner.
• Assists with payroll reporting; provides administrative assistance by tracking overtime and/or unit pay.
• Consistently follows all departmental and organizational protocols and practices.
• Provides support to business office when able/needed.
• Adjusts to changes in workload and schedules based on changing departmental and organizational priorities.
• Adheres to the organizational Code of Conduct and represents NorthStar Care Community in a positive and professional manner at all times.
• Adheres to NorthStar Care Community policies and procedures and all regulatory and legal requirements.
• Adheres to the NorthStar standards to care for every person, every time, 100% of the time.

Supervision: Reports to the assigned Manager/Director in charge of scheduling functions. Able to consistently perform all responsibilities required of the position under the direct supervision of the manager. No supervisory responsibilities.

Working Relationships:

Internal: Works collaboratively with the department’s management team, admissions team and the customer care team. Extensive contact with members of the interdisciplinary team/support and/or Triage staff. Some contact with administrative and/or management staff.

External: Frequent contact with the community, including patients, families, and facilities.

Qualifications:

• Associate's degree in business, healthcare or related field preferred; Combination of work experience and education may be considered.
• A minimum of one (1) to three (3) years’ clinical, and/or health care scheduling experience required. Hospice and medical terminology knowledge preferred.
• Knowledge of geography and proficiency in use of mapping applications such as Google Maps.
• Strong computer skills to include Microsoft office products (i.e. Word, Excel, Outlook) and EHR.
• Must be comfortable with learning and utilizing multiple computer/web-based applications.
• Good keyboarding skills (60 wpm) with a high level of accuracy.
• Must be a problem solver with demonstrated critical thinking skills; must possess the ability to work under pressure, meet deadlines and be held accountable for performance.
• Demonstrated understanding of regulatory/compliance issues and performance improvement process.
• Must possess sound judgment; effective organizational, prioritization and follow-through skills; attention to detail; accuracy; dependability; tact; and ability to maintain confidential information.
• Must possess excellent interpersonal skills required with a proven ability to work effectively with other staff members and as a team player required.
• Must be able to read, write and speak English and be able to effectively communicate orally and in writing in internal and external relationships for all essential job functions.
• The physical and sensory demands of the position include: vision, effective speech and hearing for extensive telephone contact; repetitive motion; driving or riding in a motor vehicle; standing, sitting, walking, bending, reaching, and stretching; and lifting up to twenty five (25) pounds unassisted.
• Must be able to work variable hours/shifts and/or days, including weekends.
• Must be physically and mentally capable of performing all essential duties required of the position.