Scheduling Coordinator

AdaptHealth, LLC•Framingham, MA

3d•$18 - $21•Onsite

About The Position

The Scheduling Coordinator schedules patient visits to homes and facilities and assigns staff according to patient needs and staff availability. The role also handles data entry, document processing, inbound and outbound calls, email follow-up, and communication with managers, staff, patients, families, and physicians. The coordinator maintains patient and employee scheduling information, documents communications in electronic records, and helps ensure patients receive the services outlined in their care plans and agreements. This position performs general office duties and supports team activities, training, and information sharing. It requires protecting patient confidentiality, following HIPAA guidelines and AdaptHealth’s Compliance Program, and completing required compliance training and educational programs. The work is primarily performed in an office building, where activity levels may fluctuate and the environment may sometimes be stressful. Other related duties may be assigned.

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 ability and 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 furnished in written, oral, or diagram form.
Ability to work independently and follow detailed directives.
Ability to learn new technologies and understand data flow through systems and interactions between systems.
Ability to communicate effectively with customers verbally and in writing, demonstrating empathy, compassion, courtesy, and respect for privacy.
Mental alertness to perform the essential functions of the position.
Senior-level roles require two years of work-related experience and one year of exact job experience. Exact job experience is experience performing any of the listed tasks in a Medicare-certified HME, diabetic, pharmacy, or home medical supplies environment that routinely bills insurance.
Must be able 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.
May be exposed to angry or irate customers or patients.

Responsibilities

Schedule patient home visits according to care plans and staff availability.
Make staff assignments promptly, preferably on the day a referral is received.
Contact patients to set expectations for home health services and collect co-pays 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 from agreements, urgent requests, and care plans.
Enter patient information and demographics accurately into the company database.
Inform the manager of reported changes in patient condition, staffing shortages, or delays.
Maintain lists 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.
Recognize and respond appropriately to department needs, and communicate trends or problems to management.
Perform general office duties, including filing, scanning, shredding, photocopying, sorting and distributing mail, and reception and telephone services.
Send letters to patients when contact cannot be made.
Respond to emails concerning patient needs in a timely manner and follow up on emails and phone calls until the patient is taken care of.
Demonstrate concern for patients by asking how they are doing when speaking with them.
Verify or obtain alternate contact information, patient addresses, and visit-specific instructions.
Participate in team activities, mentoring, and training; assist with developing and maintaining staff reference materials and sharing information.
Develop relationships with branches and other teams to accomplish goals.
Participate in monthly team meetings and training.
Follow HIPAA guidelines and AdaptHealth’s Compliance Program, and complete assigned compliance training and educational programs.
Perform other related duties as assigned.