SCHEDULER

Waveny LifeCare Network•Wilton, CT

32d•Onsite

About The Position

This role is responsible for ensuring all ordered services to patients are provided efficiently and on time using an EMR-based scheduling system. The scheduler will assign new cases, maintain staff schedules, resolve open orders, and act as a resource for staff and clients. Key duties include managing customer service issues, coordinating care with clinicians, planning for staff absences, and working with intake staff to ensure timely service delivery. The position also involves confirming supervisory authorization for high utilization services, reporting scheduling difficulties, documenting calls, referring to contracted agencies, and informing clients and staff of schedules and changes. Additionally, the role requires anticipating future needs, participating in payroll validation, maintaining confidentiality, and completing administrative and clerical duties, including data entry and daily documentation for regulatory compliance.

Requirements

High school diploma or equivalent required
Proficiency with Microsoft Office suite.
Prior experience in home care environment.
Experience interfacing with clients in a professional manner.
Ability to establish positive working relationships.
Ability to meet public and staff as a positive, friendly and professional representative of agency.
Ability to prioritize and organize.
Ability to work independently and as part of a team to meet deadlines.
Maintain staff and patient confidentiality
Abide by related Waveny policies and appropriate departmental procedures

Nice To Haves

some college preferred

Responsibilities

Assure all ordered services to patients are provided on a timely basis with utmost efficiency utilizing EMR-based scheduling system.
Assign new cases to the admitting clinician and ongoing case manager as soon as received.
Maintain schedule of all paraprofessional and Waveny at Home staff.
Review and resolve all open orders and unassigned visits throughout the day to ensure all patient care assignments are fulfilled timely.
Review and resolve “No Case Manager Assigned” list daily.
Act as resource and support person for staff and clients, triaging non-clinical calls and resolving issues timely.
Independently resolve scheduling related customer service issues. Seeks supervisor counsel when necessary.
Maintain a friendly, open, responsive and compassionate demeanor when interacting with patients and families, applying sound judgment based on policy and procedures.
Assist clinicians in coordination of care by assuring visits are scheduled efficiently and effectively with a patient-centered approach.
Plan for staff absences.
Assure all full-time staff are fully assigned prior to scheduling per diem staff.
Work with Intake staff to ensure timely acceptance or referral and delivery of service.
Confirms supervisory authorization for high utilization service and managed care/Medicaid/SWCAA requests.
Report any difficulties in scheduling cases as soon as possible.
Accept/document calls from staff reporting visits scheduled for the day and assure schedule reflects clinical plan.
Refer to contracted agencies as appropriate with supervisory approval.
Notify Primary Care Nurse of HHA orientations and supervisions.
Inform clients and staff of schedules and changes.
Anticipate upcoming needs and plan accordingly e.g. holiday service needs, weekends.
Participate in payroll validation.
Maintain confidentiality and composure at all times.
Complete administrative and clerical duties in a timely fashion as directed.
Completes heavy data entry with accuracy and in a timely manner.
Completes daily documentation tracking for regulatory compliance and updates EMR timely.
Perform other clerical functions as it relates to maintaining ability of field and office staff to efficiently provide necessary care.