Medical Services jobs in POEA

Job Description: Home Health Scheduling Coordinator – Nursing & Therapy

Job Title: Scheduling Coordinator

Department: Scheduling

Reports To: Scheduling Supervisor / Director of Clinical Operations

Employment Type: 1 Full-Time & 1 project based (2 months only but could be longer).

Hours: MST

Position Summary

The Scheduling Coordinator is responsible for coordinating, managing, and maintaining

clinician schedules for home health nursing and therapy services. This position works

closely with clinical managers, field clinicians, therapy/ nursing staff, intake, and other

operational team members to ensure patient visits are scheduled appropriately, completed

within required timeframes, and aligned with the established plan of care.

The coordinator oversees daily and ongoing scheduling for Registered Nurses (RNs),

Behavioral Registered (BHRN) Nurse Licensed Practical/Vocational Nurses (LPNs/LVNs),

Home Health Aides (HHAs, Physical Therapists (PTs), Physical Therapist Assistants (PTAs),

Occupational Therapists (OTs), Certified Occupational Therapy Assistants (COTAs),

Medical Social Workers and Speech-Language Pathologists (SLPs), as applicable to the agency.

The ideal candidate is highly organized, detail-oriented, proactive, and able to manage

competing priorities in a fast-paced home health environment while supporting continuity

of patient care, clinician productivity, and compliance with agency policies and applicable

regulatory requirements.

Essential Duties and Responsibilities

Clinical Scheduling and Coordination

• Develop, maintain, and update daily, weekly, and ongoing schedules for clinicians
• Coordinate patient visits based on ordered services, established plans of care,

clinical priorities, clinician availability, geographic territories, and scheduling requirements.

• Assign and coordinate Start of Care (SOC), resumption of care, routine skilled nursing visits, therapy evaluations, reassessments, reassessment-related visits, recertification visits, and discharge visits as appropriate.
• Coordinate RN, LPN, BHRN, CAN, MSW, PT, PTA, OT, COTA, and SLP visits in collaboration with clinical leadership and therapy management.
• Monitor upcoming visits and ensure required evaluations, follow-up visits, and other time-sensitive services are scheduled within applicable timeframes.
• Review schedules for missed visits, scheduling conflicts, unassigned patients, overdue visits, and gaps in clinician coverage. Coordinate patient scheduling changes resulting from hospitalizations, changes in condition, provider orders, patient requests, or clinician availability.
• Support timely scheduling of newly admitted patients and communicate assignment needs to the appropriate clinical team.
• Ensure scheduled visits are consistent with the authorized services and frequency established by the plan of care and applicable agency processes.

Clinician Communication and Coverage Management

• Serve as a primary scheduling contact for field nurses and therapy clinicians regarding daily assignments, visit changes, cancellations, and scheduling concerns.
• Communicate patient assignments, schedule adjustments, and priority changes promptly and accurately.
• Coordinate coverage for clinician call-outs, PTO, unexpected absences, and changes in availability.
• Identify staffing shortages and escalate unresolved coverage issues to clinical managers or department leadership.
• Collaborate with nursing and therapy leadership to balance caseloads, manage workload, and support appropriate clinician utilization.
• Maintain current information regarding clinician availability, service areas, disciplines, and scheduling restrictions.
• Coordinate communication between nursing, therapy, intake, and other departments to support efficient patient transitions and continuity of care.

Schedule Monitoring and Follow-Up

• Review daily and weekly schedules to identify visits that remain unassigned, unconfirmed, overdue, or at risk of not being completed.
• Track scheduled versus completed visits and follow up with clinicians or clinical leadership regarding outstanding visits and documentation of missed or declined visits.
• Monitor visit frequencies and scheduling patterns to help identify potential deviations from the plan of care.
• Assist with rescheduling missed or canceled visits in accordance with clinical direction and agency policy.
• Communicate patient refusals, access issues, clinician delays, and other barriers to completing visits to the appropriate clinical team. Maintain scheduling work queues, task lists, and follow-up reports to ensure outstanding items are addressed promptly.
• Assist with monitoring clinician productivity and visit utilization by providingaccurate scheduling information and reports.

Documentation and System Management

• Maintain accurate patient schedules, clinician assignments, visit status updates, and scheduling notes within the agency's electronic medical record (EMR) or scheduling platform.
• Enter and update schedule changes promptly to ensure the clinical team has accurate, current information.
• Document communication related to scheduling changes, missed visits, patient availability, clinician coverage, and unresolved scheduling concerns.
• Generate daily, weekly, and monthly scheduling reports as requested by management.
• Assist with identifying scheduling trends, recurring coverage challenges, and opportunities to improve workflow efficiency.
• Protect confidential patient and employee information in accordance with HIPAA, agency policies, and applicable privacy requirements.

Collaboration and Operational Support

• Work closely with clinical managers, nursing supervisors, therapy managers, intake coordinators, authorization staff, and other operational departments.
• Participate in scheduling meetings and daily operational huddles as needed.
• Assist with coordinating new patient assignments, changes in service needs, and transitions in care.
• Support agency efforts to improve visit completion rates, scheduling accuracy, clinician utilization, and patient satisfaction.
• Follow established workflows and escalate clinical questions, changes in patient condition, and decisions requiring clinical judgment to the appropriate licensed clinician or clinical leader.
• Call patients and families to consent for treatment
• Perform other scheduling and administrative duties as assigned.

Qualifications and Requirements

• High school diploma or equivalent required; additional education or healthcare- related training preferred. Previous experience in home health scheduling, clinical coordination, healthcare administration, or medical office operations preferred.
• Experience scheduling nursing and therapy clinicians in a home health setting strongly preferred.
• Familiarity with home health workflows, including Start of Care, routine visits, therapy evaluations, recertifications, and discharge processes.
• Working knowledge of home health EMR and scheduling systems preferred.
• Strong computer skills, including email, spreadsheets, reporting tools, and electronic scheduling platforms.
• Excellent organizational, communication, time-management, and problem-solving skills.
• Ability to manage multiple clinician schedules and competing priorities while maintaining attention to detail.
• Ability to work independently, anticipate scheduling needs, and follow through on outstanding assignments.
• Understanding of HIPAA and the importance of maintaining patient confidentiality.
• Ability to communicate professionally with clinicians, patients, families, and agency leadership.

Key Performance Expectations

The Scheduling Coordinator is expected to:

• Maintain accurate and current nursing and therapy schedules.
• Ensure timely assignment and scheduling of new patient visits.
• Proactively identify and address scheduling gaps and unassigned visits.
• Support completion of visits within ordered frequencies and applicable timeframes.
• Communicate schedule changes and staffing concerns promptly.
• Minimize preventable missed or delayed visits through proactive follow-up.
• Maintain accurate scheduling records and documentation.
• Support effective clinician utilization and coordination across nursing and therapy disciplines.
• Escalate clinical, staffing, and compliance concerns to the appropriate leadership team in a timely manner.
• Join Scheduling Group Zoom call daily with Camera on Answer calls directed to scheduling department, and make outbound calls to clinicians, patients, referral sources, marketers and home health staff.

Work Environment and Schedule

This position is primarily office-based and requires frequent communication with field

clinicians, clinical leadership, and other departments by phone, email, and electronic

scheduling systems. The role requires the ability to respond to changing patient needs,

clinician availability, and daily operational priorities. Occasional extended hours or

additional coverage may be required based on agency needs.

Scope of Responsibility

The Scheduling Coordinator is responsible for the administrative coordination and

monitoring of nursing and therapy schedules. Clinical decisions, changes to treatment

plans, determinations of medical necessity, and clinical prioritization requiring

professional judgment remain the responsibility of appropriately licensed clinicians and

clinical leadership.

Pay: Php50,433.60 - Php53,585.70 per month

Benefits:

• Work from home

Application Question(s):

• Which Home Health EMR or scheduling systems have you used (e.g., WellSky, Axxess, Homecare Homebase), and what scheduling tasks did you perform using these systems?
• Describe your experience scheduling nursing and therapy visits, including Start of Care (SOC), Resumption of Care (ROC), recertifications, reassessments, and discharge visits. Which of these have you personally handled?
• A nurse or therapist cancels a scheduled patient visit at the last minute, and no replacement clinician is immediately available. What specific steps would you take to resolve this situation?
• How do you ensure that patient visits follow the physician's orders, authorized services, and established Plan of Care (POC)? Explain how you monitor visit frequencies, missed visits, and overdue appointments.
• How many clinicians and patient visits did you typically manage daily in your previous scheduling role? Describe how you handled multiple scheduling conflicts and urgent patient needs.
• Are you comfortable working US business hours, handling frequent inbound and outbound calls with clinicians and patients, and participating in daily Zoom meetings with your camera on?

Experience:

• US Home Health Scheduling Coordinator: 2 years (Required)

Work Location: Remote