Scheduler

Key Responsibilities

• Assure all ordered services to patients are provided on a timely basis with utmost efficiency utilizing EMR-based scheduling system.
• Assign new cases to the admitting clinician and ongoing case manager as soon as received.
• Maintain schedule of all paraprofessional and Waveny at Home staff.
• Review and resolve all open orders and unassigned visits throughout the day to ensure all patient care assignments are fulfilled timely.
• Review and resolve “No Case Manager Assigned” list daily.
• Act as resource and support person for staff and clients, triaging non-clinical calls and resolving issues timely.
• Independently resolve scheduling related customer service issues.  Seeks supervisor counsel when necessary.
• Maintain a friendly, open, responsive and compassionate demeanor when interacting with patients and families, applying sound judgment based on policy and procedures.
• Assist clinicians in coordination of care by assuring visits are scheduled efficiently and effectively  with a patient-centered approach.
• Plan for staff absences.
• Assure all full-time staff are fully assigned prior to scheduling per diem staff.
• Work with Intake staff to ensure timely acceptance or referral and delivery of service.
• Confirms supervisory authorization for high utilization service and managed care/Medicaid/SWCAA requests.
• Report any difficulties in scheduling cases as soon as possible.
• Accept/document calls from staff reporting visits scheduled for the day and assure schedule reflects clinical plan.
• Refer to contracted agencies as appropriate with supervisory approval.
• Notify Primary Care Nurse of HHA orientations and supervisions.
• Inform clients and staff of schedules and changes.
• Anticipate upcoming needs and plan accordingly e.g. holiday service needs, weekends.
• Participate in payroll validation.
• Maintain confidentiality and composure at all times.
• Complete administrative and clerical duties in a timely fashion as directed.
• Completes heavy data entry with accuracy and in a timely manner.
• Completes daily documentation tracking for regulatory compliance and updates EMR timely.
• Perform other clerical functions as it relates to maintaining ability of field and office staff to efficiently provide necessary care.

Minimum qualifications

• High school diploma or equivalent required, some college preferred
• Proficiency with Microsoft Office suite.
• Prior experience in home care environment.
• Experience interfacing with clients in a professional manner.
• Ability to establish positive working relationships.
• Ability to meet public and staff as a positive, friendly and professional representative of agency.
• Ability to prioritize and organize.
• Ability to work independently and as part of a team to meet deadlines.

All Agency Employees Must:

• Maintain staff and patient confidentiality
• Abide by related Waveny policies and appropriate departmental procedures
• Perform other duties as required by Waveny

Working Conditions/Physical Requirements

• Ability to sit for extended periods (with normal breaks)
• Ability to use a computer (keyboard, mouse, screen) for most of the workday
• Good vision (with or without corrective lenses) for reading screens and documents
• Manual dexterity for typing, writing and handling paperwork
• Ability to communicate clearly (verbal and written)
• Basic mobility, such as walking within the office and standing occasionally