Patient Scheduler

MedCare Pediatric • Stafford, TX

1d • Onsite

About The Position

MedCare Pediatric is seeking a highly organized and detail-oriented Patient Scheduler / Administrative Coordinator to support our pediatric homecare operations. This role is responsible for coordinating patient schedules and ensuring appropriate staffing for in-home nursing and therapy services, while also supporting day-to-day administrative functions of the agency. This position serves as a central communication hub between families, field staff, clinicians, and leadership to ensure continuity of care, timely scheduling coverage, and efficient operations. The ideal candidate thrives in a fast-paced healthcare environment, demonstrates strong problem-solving abilities, and can manage frequent schedule changes with professionalism and urgency. Participation in a rotating on-call schedule for after-hours support is required.

Requirements

• High school diploma or equivalent
• Minimum of 2 years of experience in administrative support, scheduling, customer service, or healthcare coordination
• Strong organizational and multitasking skills
• Ability to work in a fast-paced environment with frequent interruptions
• Professional communication and phone etiquette
• Basic computer skills (Microsoft Office and scheduling systems)
• Ability to maintain confidentiality and follow HIPAA guidelines

Nice To Haves

• Experience in pediatric homecare, private duty nursing (PDN), therapy services, or healthcare operations
• Familiarity with Medicaid, insurance authorizations, or homecare workflows
• Experience with EMR or scheduling software systems
• Bilingual (English/Spanish) preferred

Responsibilities

• Coordinate and maintain daily patient schedules for pediatric homecare services
• Schedule nurses, therapists, aides, and field staff based on patient needs, availability, and authorizations
• Monitor staffing coverage and proactively address open shifts and gaps
• Respond to call-outs, cancellations, and urgent scheduling changes in real time
• Communicate schedule updates clearly and promptly to families, staff, and leadership
• Match staff to patients based on skills, location, and continuity of care
• Maintain accurate and up-to-date scheduling records in agency systems
• Identify and report recurring staffing or scheduling challenges to leadership
• Participate in a rotating after-hours/on-call schedule as assigned
• Respond promptly and professionally to urgent staffing needs outside of business hours
• Coordinate coverage for call-outs, schedule changes, and patient care needs
• Escalate critical issues to leadership when necessary
• Maintain clear documentation of all after-hours scheduling activity
• Answer incoming calls and provide professional support to families, staff, and referral sources
• Assist with intake, onboarding, and general administrative workflows
• Maintain patient and employee records in compliance with HIPAA and agency policies
• Perform data entry, reporting, filing, and document management tasks
• Track authorizations, schedules, and required documentation
• Support communication between clinical and operational teams
• Assist leadership with special projects and operational coordination
• Provide compassionate, responsive communication to families and caregivers
• Assist with scheduling questions and service coordination
• Maintain a positive and professional family experience
• Address concerns appropriately and escalate when needed

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED