Scheduler/Patient Coordinator (Non-Clinical)

Adaptive Home Health / Fira Health•Houston, TX

23h•$52,000 - $60,000•Onsite

About The Position

Adaptive Home Health is dedicated to building a higher-acuity, patient-centered, skilled home health model across Texas, with the ultimate mission to significantly improve patient access to home health care. The Scheduler / Patient Care Coordinator (PCC) role is crucial for ensuring that approved visits are scheduled efficiently, clinician assignments are balanced, and patients receive timely care, serving as the operational backbone for smooth field operations. The company leverages technology to support its teams and reduce administrative friction, with a new scheduling product launching soon to streamline visit coordination, minimize last-minute changes, and protect clinician capacity. In the interim, the role involves managing scheduling workflows using Homecare Homebase (HCHB) and Monday.com. This position offers a meaningful impact in a fast-paced coordination environment for individuals who are highly organized, detail-oriented, and enjoy solving scheduling puzzles while ensuring timely patient care.

Requirements

1-2 years of scheduling, coordination, or administrative experience (healthcare scheduling strongly preferred)
Strong attention to detail and ability to manage multiple competing priorities simultaneously
Excellent communication skills (phone, Teams, email) with clinicians, managers, and patients
Comfortable with technology and learning new systems quickly (HCHB, Monday.com, Smappen, Microsoft Teams)
Ability to work in a fast-paced, high-volume environment with tight turnaround time expectations
Strong problem-solving skills and ability to escalate appropriately when issues arise

Nice To Haves

Previous home health scheduling or PCC experience
Familiarity with Homecare Homebase (HCHB) or similar EMR systems
Understanding of home health visit types, service codes, and authorization requirements
Experience using Monday.com or similar project management tools
Experience with geographic routing or coverage mapping tools

Responsibilities

Schedule approved home health visits for skilled nursing (SN), physical therapy (PT), occupational therapy (OT), speech therapy (ST), and home health aide (HHA) services.
Assign visits to field clinicians based on coverage area, continuity, and productivity balance (target: 6-7 points/day, ~28 points/week).
Process reschedule requests, missed visits, reassigned visits, and declined visits according to SOPs and turnaround time targets.
Verify that discharge, recertification, and resumption of care (ROC) visits are properly scheduled.
Monitor authorization status and escalate missing or expired authorizations to the authorization team.
Maintain clear documentation via coordination notes in HCHB to ensure communication with clinicians, clinical managers, and branch directors.
Collaborate with Clinical PCCs, intake coordinators, clinical managers, and field clinicians to resolve scheduling conflicts and barriers.
Balance clinician workload to prevent burnout while ensuring patients receive timely care.
Manage workflow tasks in HCHB including Complete Requested Schedule, Reschedule Visit, Process Missed Visits, Process Reassigned Visit, and Reassign Declined Visit.
Communicate via Microsoft Teams and Monday.com to coordinate real-time scheduling needs.