Scheduling Coordinator

Scheduling Coordinator - Home Health | Keep Care Moving

Job Summary

Health at Home is looking for a highly organized, dependable Scheduling Coordinator who is ready to make a meaningful impact every day. In this vital role, you will help keep patient care moving by building efficient clinician schedules, securing timely visit coverage, and supporting consistent, reliable service.

As the communication hub connecting patients, clinicians, clinical leaders, and internal teams, the Scheduling Coordinator turns moving pieces into coordinated care. The ideal candidate is a confident communicator and proactive problem-solver who thrives in a fast-paced home health environment, manages competing priorities with precision, and approaches each challenge with urgency and professionalism.

Essential Job Functions & Responsibilities

• Build and assign patient visit schedules in the EMR system, aligning every visit with the established Plan of Care, authorized frequency, clinician availability, and geographic coverage.
• Keep daily and ongoing clinician schedules running smoothly to promote continuity of care and dependable patient coverage.
• Serve as the go-to resource for scheduling communication among patients, clinicians, clinical leadership, and internal departments.
• Stay ahead of schedule disruptions by communicating changes related to clinician availability, call-outs, patient refusals, hospitalizations, missed visits, changes in patient status, and other barriers.
• Take an active role in keeping patient care on track by monitoring EMR visit statuses - including Not Started, Missed, Completed, and Pending QA - and driving timely follow-up and resolution.
• Spot scheduling gaps early and take initiative to secure the right clinician coverage.
• Set clinicians up for success by clearly and professionally communicating visit expectations, coverage needs, and schedule updates.
• Create a clear, reliable record of scheduling activity, patient interactions, clinician communications, and other key information through EMR Communication Notes and established task workflows.
• Protect continuity of care by promptly escalating unresolved scheduling concerns, recurring clinician issues, missed visits, and other patient-care barriers to the appropriate clinical leader.
• Maintain accurate scheduling records and help ensure visit information is complete and correct for operational and payroll purposes.
• Support seamless patient care beyond regular business hours by participating in the after-hours and weekend on-call rotation as required.
• Safeguard protected health information (PHI) and consistently uphold HIPAA requirements.
• Stay informed about applicable State and Federal home health regulations and carry out responsibilities in accordance with agency policies and procedures.
• Actively support the organization's compliance program and meet all established compliance requirements.
• Step in as needed to perform other duties that support the team and organization.

What You Bring to the Role

• A high school diploma or equivalent is required.
• Previous experience in scheduling, healthcare, home health, or a medical office is preferred.
• Experience with Kinnser/WellSky Personal Care or Home Health EMR is preferred.
• Familiarity with home health terminology, clinical disciplines, and visit types is preferred.
• Strong verbal and written communication skills that build clarity and trust.
• Excellent organization and time-management skills, with the ability to keep priorities moving.
• Exceptional attention to detail and a commitment to accuracy while managing multiple demands.
• The confidence and professionalism to communicate effectively with patients, families, clinicians, and leadership.
• Comfort working in a high-contact environment with frequent phone calls, schedule changes, and time-sensitive situations.
• A solutions-focused mindset, sound independent judgment, and the ability to recognize when escalation is needed.
• Proficiency with electronic health records, scheduling platforms, email, and general computer applications.
• The ability to read, write, understand, and follow the instructions required to carry out assigned responsibilities.
• A consistent commitment to professionalism, discretion, and confidentiality when handling sensitive patient and employee information.

Growth & Continuing Education

At Health at Home, learning is part of delivering exceptional care. Employees are expected to participate in continuing education and training as requested or required by their supervisor and the organization, while taking ownership of the knowledge and skills needed to excel in their role.

Participation in all mandatory educational and compliance programs is an essential part of the role.

Work Environment & Conditions

Environmental Conditions:

This role is performed primarily in a professional office environment.

Working Conditions:

Each day may bring new priorities. The position may encounter changing and unpredictable situations and requires the ability to respond calmly and effectively to urgent scheduling issues and patient-care coordination needs.

OSHA Exposure Category:

Category III. This position involves no occupational exposure to blood, body fluids, or tissues and does not routinely require the performance of Category I tasks.

Required Personal Protective Equipment:

Personal protective equipment must be used whenever required by the working conditions.

Our Commitment to Compliance & Employment Standards

Every employee plays an important role in protecting our patients, our team, and our organization. Employees are expected to actively participate in and follow all guidelines within the company's compliance program, along with all applicable agency policies and procedures.

This job description highlights the general nature and level of work performed in this position. It is not intended to include every possible responsibility, duty, or qualification and does not create a written or implied contract of employment. The employee's immediate supervisor or other management personnel may assign additional reasonably related duties as organizational needs evolve.