Office and Scheduling Coordinator

Upham's Community Care•Boston, MA

2d•Onsite

About The Position

The Office and Scheduling Coordinator works in the Home Care Department and provides scheduling and administrative support for Home Health Services. Under the supervision of the Director of Operations, the Coordinator supports the Electronic Verification Visits (EVV) system, which electronically verifies when clinical and Home Health Aide staff provide services. The role also performs secretarial and clerical duties in the department’s administrative office. The Coordinator maintains schedules and caregiver-client assignments, documents and verifies services through EVV, and supports compliance, troubleshooting, training, and reporting related to the system. Additional work includes scheduling clinical visits, assisting with prior authorizations and insurance verification, processing referrals and orders, and providing general office support. The position has no supervisory responsibility and is authorized to access patient demographic data with only minimal reference to treatment or diagnostic information as needed for assigned duties.

Requirements

High school diploma required.
Two years of office or administrative experience in a healthcare setting required.
Experience with office systems, data processing, and computer systems.
Strong computer skills, including Excel and scheduling/reporting systems.
Strong communication skills.
Excellent customer service skills.
Ability to be flexible and work effectively within a team.
Ability to multitask, handle pressure, and meet deadlines.

Nice To Haves

Associate’s or bachelor’s degree preferred.
Training experience in computer or software systems preferred.
Background in home care and insurance verification strongly desired.
English and Portuguese Creole or Spanish language skills preferred.

Responsibilities

Ensure EVV compliance, including accurate time, location, and service details.
Continuously update schedules to accommodate changes in client or caregiver plans.
Match caregivers with clients while considering preferences, language, specialized care, needs, availability, and geography.
Communicate scheduling changes and conflicts to relevant parties.
Use the EVV system to document and verify services provided to clients.
Assist with EVV scheduling, troubleshooting, report processing, database management, and system updates.
Provide ongoing training and support for EVV use and compliance with its rules.
Monitor issues with the EVV program or software and report them to the Director of Operations.
Work with the Director of Operations on service quality and review reports as requested.
Schedule clinical staff visits, including SOC, ROC, and recertifications.
Assist with prior authorizations.
Enter scheduling and referral data.
Answer and screen telephone calls, take messages, answer routine questions, and page staff as needed.
Copy and fax assignments and distribute tasks as directed, observing deadlines.
Support collection, enrollment, and billing data processes.
Verify MassHealth and private insurance.
Track and enter orders into the electronic record after they have been signed and returned.
Prepare reports, memoranda, correspondence, notices, bulletins, and other materials for a supervisor or designated manager.
Perform other duties as assigned by the Operations Director.
Update and monitor clinician and patient care schedules and plans of care.
Review and update clinician and patient information, including insurance coverage and prior authorizations.
Provide office support, including answering calls, faxing, and printing.