SCHEDULING COORDINATOR

Avow Hospice•Naples, FL

7d•$19 - $23•Onsite

About The Position

To ensure the daily communication to the team and complete clinical administrative duties for the organization of the interdisciplinary team. This role maintains positive and effective communication with all employees, clinicians, and customers to support coordination of care and office operations. The position upholds strict confidentiality of all information related to clients, families, and employees in compliance with HIPAA and company policies. The Scheduling Coordinator answers and routes incoming telephone calls promptly and professionally, maintains appropriate par level of Start of Care (SOC) packets, and accesses and reviews the Forcura “Mobile Uploads for Review” folder to schedule SOC and evaluation visits appropriately. They monitor the “Mobile Uploads for Review” folder daily, update patient charts with visit frequencies, and move files to the; Pending Additional Docs folder once processed. The role also involves setting up and maintaining the Chart Tracking Log Form for accurate documentation and chart management, coordinating communication among team members, patients, and families, and relaying messages to ensure timely follow-up. Additionally, the Scheduling Coordinator schedules and coordinates clinician visits, ensuring timely assignments and efficient routing, and monitors and manages unassigned, missed, schedule deviations, and declined visits, rescheduling as necessary to avoid delays in care. They maximize paraprofessional staff utilization for follow-up routine visits that are clinically appropriate, prepare agency utilization reports as requested by leadership or clinical management, and prepare, send, and distribute faxes as required. The position works with the WellSky Coding and QA Team ensuring a smooth transition with charts, pre-reviews OASIS Packets ensuring F2F, H&P, and Clinical Summaries within Plan of Care are labeled, and responds to all queries from WellSky through KMail by replying to “ALL”. Once a chart is in review status, they insert the F2F statement and send it to the clinician for review, and assign the 485 to the Administrator. The Scheduling Coordinator gains and maintains proficiency in Forcura, WellSky, and Adobe Sign platforms to manage documentation and workflows efficiently. They monitor supply closet par levels and reorder supplies as needed through Medline, maintain and distribute car stock kits for clinicians, and track and ensure all office medical stock is properly signed out by clinicians and tagged to the appropriate patient chart. Adjustments to client frequencies based on order changes are also part of the role, along with providing assistance to the Intake team as needed to support the continuity of referral processing and scheduling. The employee adheres to all company policies, including the compliance and ethics program, and performs all other duties as assigned to support the clinical and administrative functions of the agency.

Requirements

Associate degree preferred; or one to two years related experience and/or training; or equivalent combination of education and experience preferred.
Medical office experience preferred.
Knowledge of basic typing skills, data entry and word processing software.
Database software and general knowledge of e-mail is preferred.
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.
Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
While performing the duties of this job, the employee is regularly required to talk or hear.
The employee is required to sit and use hands to finger, handle, or feel.
The employee occasionally is required to stand, walk, and reach with hands and arms.
The employee is occasionally required to stoop, kneel, crouch, or crawl.
The employee must frequently lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Associate degree preferred
one to two years related experience and/or training
equivalent combination of education and experience preferred
Medical office experience preferred
Database software and general knowledge of e-mail is preferred

Responsibilities

Maintains positive and effective communication with all employees, clinicians, and customers to support coordination of care and office operations.
Follows the Avow Compliance and Ethics Plan.
Uphold strict confidentiality of all information related to clients, families, and employees in compliance with HIPAA and company policies.
Answer and route incoming telephone calls promptly and professionally.
Maintain appropriate par level of Start of Care (SOC) packets in office; distribute to assessing clinicians as needed.
Access and review the Forcura “Mobile Uploads for Review” folder to schedule SOC and evaluation visits appropriately.
Monitor the “Mobile Uploads for Review” folder daily; update patient charts with visit frequencies and move files to; Pending Additional Docs folder once processed.
Set up and maintain the Chart Tracking Log Form for accurate documentation and chart management.
Coordinate communication among team members, patients, and families; relay messages and ensure timely follow-up.
Schedule and coordinate clinician visits, ensuring timely assignments and efficient routing.
Monitor and manage unassigned, missed, schedule deviations, and declined visits; reschedule as necessary to avoid delays in care.
Maximize paraprofessional staff utilization for follow-up routine visits clinically appropriate.
Prepare agency utilization reports as requested by leadership or clinical management.
Prepare, send, and distribute faxes as required.
Work with WellSky Coding and QA Team ensuring smooth transition with charts.
Pre-review OASIS Packet ensuring F2F, H&P, and Clinical Summaries within Plan of Care are labeled.
Respond to all queries from WellSky through KMail by replying to “ALL”.
Once chart is in review status, insert F2F statement and send to clinician for review.
Assign 485 to Administrator.
Gain and maintain proficiency in Forcura, WellSky, and Adobe Sign platforms to manage documentation and workflows efficiently.
Monitor supply closet par levels and reorder supplies as needed through Medline.
Maintain and distribute car stock kits for clinicians to ensure they have the necessary materials for patient care.
Track and ensure all office medical stock is properly signed out by clinicians and tagged to the appropriate patient chart.
Adjust client frequencies based on order changes.
Provide assistance to the Intake team as needed to support the continuity of referral processing and scheduling.
Adhere to all company policies, including the compliance and ethics program.
Perform all other duties as assigned to support the clinical and administrative functions of the agency.