Patient Scheduling and Care Coordinator - LPN

HCR Home Care•Rochester, NY

18d

About The Position

The Patient Scheduling and Care Coordinator is responsible for scheduling patient visits and coordinating client care and operational tasks for clinical services. The role maintains HomeCare HomeBase (HCHB) tasks and reports, follows agency procedures and policies, and supports communication and discharge planning as patients transition between acute care and home care. The coordinator works with hospitals to help prevent rehospitalization, manages referrals, coordinates safe home care services in accordance with physician direction, and develops positive relationships with referral sources. In the Home Care Coordinator capacity, the role assesses patient and family needs, supports safe transitions home, communicates with primary care physicians, coordinates with acute-care interdisciplinary teams, develops initial plans of care, obtains insurance authorization, verifies physician orders, and documents in accordance with applicable regulatory guidelines. The coordinator collaborates with agency teams and community partners, supports education and outreach, and works toward agency referral metrics. In the Patient Scheduling Coordinator capacity, the role schedules services across clinical disciplines, updates HCHB and related systems, assigns and reassigns visits, supports field staff, and monitors scheduling and agency reports. The coordinator also handles specified clinical coordination tasks within LPN scope, responds to messages, supports agency protocols, and participates in required meetings, training, committees, and compliance programs.

Requirements

Successful completion of an approved practical nursing program.
High school diploma or GED.
Current, valid LPN license issued by the New York State Department of Education.
Two years of experience in community health/home care, a hospital, or equivalent Home Care Coordinator experience.
Discretion in handling confidential and sensitive information to maintain HIPAA compliance.
Proficiency with home care staffing and scheduling requirements.
Proficiency with computer systems and working knowledge of Microsoft Office, Microsoft Teams, the internet, EMR, and various software applications.
Excellent interpersonal communication skills and strong written and verbal communication skills.
Ability to interact well with a diverse range of individuals.
Organizational skills and ability to handle multiple projects simultaneously with frequent interruptions.

Responsibilities

Schedule patient visits and coordinate client care and tasks necessary to operate clinical services.
Maintain HCHB tasks, reports, and patient information in current status and follow applicable SOPs and task-specific procedures.
Participate in communication and discharge planning for transitions between acute care and home care, and collaborate with hospitals to help prevent rehospitalization.
Manage referrals and coordinate safe home care services in accordance with physician direction.
Build positive relationships with referral sources, physicians, and hospitals to identify suitable home care solutions.
Assess physical, psychosocial, and anticipated environmental needs by interviewing patients and their families or designated backups.
Communicate with the primary care physician to support a safe transition home and secure a follow-up appointment within seven days of hospital discharge.
Obtain hospital discharge instructions to facilitate medication reconciliation with the physician.
Coordinate with acute-care interdisciplinary teams and support timely sharing of patient information during transitions.
Document referral information accurately and promptly in HCHB, develop an initial plan of care, obtain insurance authorization, and verify physician signing of home care orders.
Apply the nursing process, identify home care qualifiers, and provide an overview of the hospital course and initial home care needs.
Collaborate with HCC colleagues, agencies, internal business partners, community outreach staff, and other HCR departments to support safe and effective care.
Attend required meetings, in-services, and functions; conduct education activities with physicians and hospitals; and remain knowledgeable about HCR programs and specialty services.
Meet agency referral metrics, use outreach tools to communicate with referral sources, and explain reimbursement issues and their relationship to home care.
Demonstrate ongoing professional development and participate in self- and peer evaluation.
Check voicemail and email regularly and respond to messages in a timely manner.
Schedule all required disciplines, including skilled nursing, physical therapy, occupational therapy, speech therapy, registered dietitian, social work, home health aide, and personal care aide.
Complete scheduling in HCHB as ordered, update case managers for all disciplines on active patients, and assign staff to requested visits according to agency guidelines.
Edit schedules and reassign patients in the computer database when clinicians call in sick; receive field staff calls during designated busy periods and refer clinical questions to the Regional Director or DPS as needed.
Complete HCHB tasks and coordination notes on the day they arrive in workflow, subject to the stated after-hours process.
Give field staff direction regarding schedules, productivity requirements, visit completion, and adherence to the Not Home Not Found Protocol.
Ensure Hospital Hold and Missed Visit protocols are followed.
Run Scheduling Request, Agency Summary, Agent Summary, and Client Schedule reports at the specified frequency; follow up as required and provide a daily report copy to the Regional Director or DPS.
Follow up with contract agencies on applicable HHA/PCA visits that remain unverified for more than 30 days.
Assist with internal patient transfers between branch offices and update HCHB and other computer programs as appropriate.
Serve on at least two agency-wide committees per year if required.
Adhere to HIPAA/privacy and employee compliance programs, agency policies and procedures, and Employee Handbook guidelines.
Enter verbal orders received by phone and Hospital Hold Orders, notify physicians of visit changes as needed, and handle clinical patient questions appropriate to LPN scope.
Assist others as needed and perform other duties as assigned.