Scheduling Coordinator

AdaptHealth • Framingham, MA

2d • Onsite

About The Position

The Scheduling Coordinator schedules patient visits to homes and facilities and assigns staff based on schedules and patient needs. The role also involves communicating with patients, managers, clinicians, and staff; entering and maintaining information in company databases and electronic records; and performing general office and administrative duties. The position is primarily performed in an office building, where work levels may fluctuate and the environment may be stressful. The role requires maintaining patient confidentiality and complying with HIPAA and AdaptHealth’s Compliance Program.

Requirements

• High school diploma or equivalent.
• At least one year of work-related experience in healthcare administrative, financial, or insurance customer service, claims, billing, call center, or management, regardless of industry.
• Ability to interact appropriately with patients, referral sources, and staff.
• Decision-making, analytical, and problem-solving skills, with attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and telephone service skills.
• Proficient computer skills and knowledge of Microsoft Office.
• Ability to prioritize and manage multiple tasks.
• Ability to understand and carry out instructions provided in written, oral, or diagram form.
• Ability to work independently and follow detailed directives.
• Ability to learn new technologies and understand data flow and system interactions.
• Ability to communicate effectively with customers while demonstrating empathy, compassion, courtesy, and respect for privacy.
• Mental alertness to perform the essential functions of the position.
• Ability to bend, stoop, stretch, stand, and sit for extended periods; tolerate long periods of sitting and computer-screen exposure; perform repetitive wrist, hand, or finger motions; and periodically lift 5 to 10 pounds.
• Ability to work in an environment that may involve stressful fluctuations in office activity and exposure to angry or irate customers or patients.

Nice To Haves

• For senior-level positions: two years of work-related experience and one year of exact job experience. Exact job experience includes the listed tasks in a Medicare-certified HME, diabetic, pharmacy, or home medical supplies environment that routinely bills insurance.

Responsibilities

• Schedule patient home visits according to plans of care and staff availability, and make assignments promptly, preferably on the day a referral is received.
• Contact patients to set expectations for home health services and collect copayments when applicable.
• Create, edit, and distribute daily patient schedules; maintain employee schedules and update the appropriate database.
• Handle inbound and outbound calls professionally and respond in a timely manner.
• Determine required patient services based on agreements, urgent requests, and care plans.
• Enter patient information and demographics accurately into the company database.
• Keep the manager informed about reported changes in patient condition, staffing shortages, or delays.
• Maintain a list of clinicians assigned to personnel.
• Document communications with physicians, patients, family members, and staff in the electronic record.
• Protect the confidentiality of patient care information and documentation; comply with HIPAA and AdaptHealth’s Compliance Program.
• Perform general office duties, including filing, scanning, shredding, photocopying, sorting and distributing mail, and providing reception and telephone services.
• Recognize and communicate trends or problems to management and respond appropriately to department needs.
• Send letters to patients when contact cannot be made.
• Respond to emails concerning patient needs in a timely manner and follow through on emails and calls until the patient’s needs are addressed.
• Ask patients how they are doing during conversations and verify or obtain alternate contact information, patient address, and visit instructions.
• Participate in team activities, monthly meetings, training, mentoring, and sharing information; assist with developing and maintaining staff reference materials.
• Build relationships with branches and other teams to accomplish goals.
• Complete assigned compliance training and other required educational programs.
• Perform other related duties as assigned.

What This Job Offers

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