HHA Scheduler

Samaritan•Mt Laurel, NJ

About The Position

The HHA Scheduler coordinates Certified Home Health Aide (CHHA) visits so patients receive timely and appropriate personal care services. The role processes service requests and frequency changes, reviews admissions and assigns aides, and shares relevant patient information with assigned CHHAs. The scheduler documents assignments in the electronic medical record and keeps hospice teams, patients, families, facility staff, and CHHAs informed about schedules and changes. The position also monitors aide availability, coordinates equipment exchanges when requested, and uses Netsmart and Mobile Caregiver+ to support accurate scheduling. It responds to service requests and complaints with courtesy, compassion, and empathy, applies critical thinking to prioritize patient needs, attends mandatory in-services, and performs other duties as assigned.

Requirements

High school diploma or equivalent.
Excellent customer service and interpersonal communication skills.
Strong organizational, multitasking, and time-management abilities.
Demonstrated critical-thinking and problem-solving skills.
Proficiency in Microsoft Office, particularly Excel, and database applications.
Strong computer skills and ability to learn and use electronic scheduling systems.
Ability to communicate with courtesy, compassion, and empathy.
Ability to work collaboratively with patients, families, healthcare professionals, and facility staff.

Nice To Haves

Two years of previous scheduling experience preferred.
Knowledge of medical terminology is helpful.

Responsibilities

Coordinate and schedule CHHA visits to ensure timely and appropriate personal care services.
Receive and process requests for HHA services and frequency changes from nursing staff and admissions.
Review daily admissions and coordinate aide assignments for new patients.
Communicate patient information and functional status to assigned CHHAs.
Document CHHA assignments and scheduling updates accurately in the EMR.
Notify hospice teams when CHHAs are assigned and communicate scheduling changes, including PTO, callouts, and assignment changes.
Coordinate CHHA assignments and communicate unexpected staffing vacancies to designated facility staff.
Monitor CHHA availability and communicate with patients and families awaiting HHA services.
Run daily DME communication reports and coordinate equipment exchanges for new admissions when requested.
Use Netsmart and Mobile Caregiver+ to maintain efficient and accurate HHA scheduling.
Maintain communication with patients' families, facility staff, CHHAs, and hospice team members.
Respond courteously and compassionately to service requests and complaints from internal and external customers.
Apply critical thinking and problem-solving skills to assess complex situations and prioritize patient needs.
Attend mandatory in-services and perform other duties as assigned.