Scheduling Coordinator

AAGING BETTER IN-HOME CARE LLC•Liberty Lake, WA

7d•$20 - $23•Onsite

About The Position

This is an hourly, full-time position responsible for managing and coordinating field staff employee and client schedules. The role involves entering and updating client information in ClearCare, ensuring proper authorizations are current, and maintaining open communication with management regarding staffing needs and client/employee issues. The coordinator will also be involved in new employee orientation, reviewing client assessments, and covering after-hours calls.

Requirements

Ability to multitask in a busy office environment.
Superior interpersonal and communication skills.
Proficiency with scheduling large client loads and managing employee schedules.
Good working knowledge of MS Office programs (Excel, Outlook, and Word).
Proficiency with personnel tracking software programs.
Ability to appropriately identify, refer or resolve new or potential employee or client complaints.
Knowledge of or experience with conflict resolution strategies.
Must be able to pass a federal level FBI background fingerprint check.

Nice To Haves

A background of providing in-home or institutional care to the elderly is strongly encouraged.

Responsibilities

Manage, direct, and coordinate all field staff employee and client schedules.
Enter new client information into ClearCare and update schedules daily.
Ensure copies of updated schedules are printed and emailed for employees.
Review client cases and employee issues with the HR Manager, Executive Director, and/or Nursing Department.
Maintain open communication with HR Manager and Executive Director regarding the need for hiring more employees.
Ensure proper authorizations are current based on Medicaid’s payor source, Molina, as well as written authorizations from other funding agencies.
Maintain a current list of all new clients and a list of hours scheduled/hours authorized.
Ensure Care Plans are given to employees assigned to new clients.
Enter new client schedules and authorizations into ClearCare.
Ensure authorizations are not exceeding limits and no caregivers are going into overtime.
Route new client files to the next department listed on the routing slip.
Accomplish new and/or current employee orientation to Care Plans and track employee performance.
Enter follow-up of tasks in ClearCare within 1-2 weeks of initial caregiver placement with a new client by assigning a client satisfaction survey to the Care Coordinator to contact the client.
Review new client assessments as directed by the Executive Director and/or Nursing Supervisor.
Match new client services to current employee capabilities and update HR Manager or Executive Director of the need for new employees when necessary.
Receive electronic communication from Medicaid or other insurers on all new clients and discuss with the assessment nurse as soon as possible.
Assign employees to new clients based on best estimates of competency, personality traits, and/or the determined needs of the client.
Instruct employees and/or new hires in specific information or knowledge of the in-home care services required as outlined in the appropriate Care Plan/s.
Maintain current authorizations for clients and coordinate information with the payor source.
Cover “after-hours” call, as scheduled by HR Manager, Regional Director or Executive Administrative Assistant and annotate all changes in ClearCare as they occur.
Track any issues being reported by employees or clients and report them to the Executive Director, HR Coordinator or Nursing Department on the next duty day.
If an emergency arises or other significant issue while on call, immediately notify the Executive Director, HR Manager and/or Nursing Supervisor, as appropriate, and follow any instructions provided.
Annotate amount of time actively spent engaged in making scheduling changes, managing call-ins or issues reported by clients.
Keep ClearCare system continuously updated with any changes made while on call.
Maintain constant security and confidentiality of all client and/or employee information, to include, the safekeeping and security of any assigned electronic equipment, such as computers, handheld devices and/or phones.
Perform other duties, as assigned by management.
Check authorizations daily to maximize clients’ schedules and keep from exceeding the authorized hours.
Check caregiver hours daily to prevent overtime and to maximize requested hours from caregivers.
Ensure authorizations are tied to each scheduled shift, so billing does not get kick back when they run payroll.
Build each client’s schedule monthly and on an as needed basis due to caregiver hour changes, authorized hour changes and personal requests that are made.
Answer phones to answer questions, adjust schedules, and keep communication open with clients and staff.
Check time off requests and adjust and notify clients as needed.
Update tracking of client hours, why they are not using them all, and who still needs staffed.
Watch for authorizations expiring and inform managers as needed.
Follow up with new caregivers within the first 2 weeks to ensure satisfaction once a new caregiver/client pair are together.
Send out notifications to the rest of office staff to keep communication open.