Patient Care Coordinator/ Scheduler

Lyric National•Lincolnwood, IL

About The Position

Lyric National Inc. provides skilled nursing facilities and other long-term care facilities with a concierge platform for in-facility healthcare services funded through a supplemental accident and sickness policy (Enhanced Plan). Our program enables residents to access robust medical services-often beyond what traditional Medicaid structures provide-while helping facilities maximize healthcare options for patient care. We are committed to improving healthcare access and financial sustainability for long-term care providers through innovative insurance solutions. Your Role The Scheduling & Provider Coordination Specialist plays a vital role in supporting high‑quality resident care by managing and coordinating onsite visits from physicians, nurse practitioners, specialists, and ancillary service providers. This position acts as the key liaison between clinical providers and the nursing home, ensuring all appointments are scheduled efficiently, residents are prepared, and staff members are informed. The Specialist helps create a smooth provider workflow that minimizes disruption to nursing operations while maximizing resident access to timely care.

Requirements

3+ years of experience in a healthcare, nursing home, or medical office administrative role.
Strong organizational and scheduling skills with the ability to manage multiple providers and priorities.
Clear and professional communication skills with clinicians, residents, and families.
High attention to accuracy in documentation and time‑sensitive scheduling.
Familiarity with electronic health records (EHR) and long‑term care workflows.

Nice To Haves

Experience in long‑term care, skilled nursing, or senior care environments.
Knowledge of CMS regulations related to resident care, appointment timelines, and provider documentation.
Understanding of medical terminology and interdisciplinary care planning.

Responsibilities

Provider & Facility Coordination
Serve as the primary point of contact for all onsite providers, including podiatrists, dentists, ophthalmologists, audiologists, hydration therapists, etc.
Coordinate visit schedules with nursing leadership, social services, therapy teams, and administrative staff.
Communicate expected visit lists ("provider census") to nurse managers in advance for preparation.
Facilitate room availability and coordinate shared clinical spaces during provider visits.
Resident Scheduling & Preparation
Schedule individual resident appointments based on clinical needs, provider availability, care plans, and regulatory timelines.
Work closely with nursing staff to ensure residents are prepped, available, and transported as needed.
Track residents who require follow‑up visits or urgent appointments, ensuring timely coordination.
Communicate appointment reminders and updates to residents and families, when appropriate.
Daily Workflow Management
Maintain the master facility provider calendar, updating changes in real time.
Monitor and resolve scheduling conflicts that may impact nursing workflows, resident routines, or provider rounds.
Ensure same‑day adjustments are communicated promptly to providers and nursing staff.
Maintain a process for documenting provider preferences, visit routines, timeframes, and workflow notes.
Documentation & Compliance
Accurately document appointment schedules, updates, and communications in the facility's EHR and scheduling systems.
Ensure all scheduling activities meet regulatory timelines (e.g., 30‑day, 60‑day, and 90‑day follow‑up requirements for long‑term care).
Maintain HIPAA compliance when handling resident health information.
Track provider orders and communicate them to nursing for timely follow‑up.
Internal Collaboration
Partner with Director of Nursing, Administrator, Social Services, and Medical Records to ensure seamless care coordination.
Support admission scheduling for new residents, including provider onboarding during the first week of stay.
Assist with coordinating specialty clinics, telehealth visits, and routine preventive care days (e.g., foot care, vision clinics).