Home Care Scheduler (Administrative)

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Time Type:

Full time

Department:

PACE Community Care

All Locations:

155 Addison Street

Position Summary:

Responsible for the coordination of scheduling home health staff and services as ordered by the PACE IDT and in accordance with the individual care needs and requirements of PACE participants. Communicates effectively with staff, participants, families, and contractors. Independently problem-solve with participants, families and staff in accordance with job role/scope of practice. Seeks input form supervisory staff as appropriate to resolve scheduling issues and conflicts. Works effectively under time –limited circumstance and with minimal supervision.

Schedule In Home services for PACE Participants as established and requested by clinical staff of PACE to include both Internal staff and External preferred contracted vendors

Coordinates Internal/External Home Care referrals for PACE Participants to include the following: 

• Updating of Appt. Desk
• Provision of Service Note in EPIC
• Notification of schedule to participant and/or families

Reviews participant list of upcoming scheduled visits on a weekly basis for accuracy, makes changes to Appt. Desk as needed and notification of schedule changes to clients and team.

Notifies Home Care Management on a weekly basis that the lists have been received and reviewed.

Notification to participants and team of periodic changes received from external agencies to include the following:

• Staffing changes
• Scheduling conflicts/changes
• Staff absences

Documents notification as a telephone encounter in the EMR.

Responsible for coordination of the weekly community health aide schedule, including scheduling of supervisions and introductions for nursing staff of HHA's.

Responsible for the weekly distribution of Community Health Aide and Supportive Housing Schedules.

Responsible for Supportive Housing Staffing on a monthly basis. Responsible to complete the schedule by the 15th each month for the following month.

Responsible to coordinate filling vacancies in the following order:

• Per Diem
• Part time staff
• Agency staff
• Over time use of Full Time Staff on a rotating basis

Responsible for tracking Overtime and agency usage and reviewing with the Home Care Management staff on a weekly basis

Working with the Home Care management staff oversees the Holiday and vacation schedules of the health aides.

Assist Home Care Management with system development and projects.

Assists in the coordination of monthly clinic staff schedules for Nursing and Medical Assistants.

Assists as requested with the vacation schedules of clinic staff for Nursing and Medical Assistants

Maintain the HHA and Building Aide Phone List and Clinical Staff as requested by Nursing Management

Attends Heath Center/PACE specific meetings as requested by the Home Care Management Staff.

Meets bi-weekly with direct supervisor

Is a member of PACE committees as requested by Home Care Management.

Assist with translating for various interdepartmental needs (if applicable)

Office supply monitoring and ordering

Other duties as assigned and applicable to the role

Covers HHA sick calls

Monitors Outlook and EPIC inbox: Patient Calls, Staff messages, Orders, CC'd Charts, and completes all tasks and follow up associated with each

Liaison between external vendors and internal staff for communication of any time-sensitive issues to ensure follow up and resolution

Invoice reconciliation for contracted building support

Handles all communication with agencies regarding contracted aides and their schedules

Distributes & prints supportive housing schedules & assignments on a weekly basis

Distributes Clinical & HHA schedule to clinical staff on a daily basis via e-mail

Updates & Distributes HCSG schedule on a weekly basis

Reviews upcoming Care Plan Schedule and Recurs HC appointments that have expired; as needed

Serves as backup; as needed for the Referral's Specialist

Internal Aide supply inventory management and disbursement as needed

Flexibility with in-office schedule as requested by manager (when hybrid)

Paid Caregiver Programs

Assist Home Care management with the coordination of Participant Directed PCA

• Ensure Referrals/Auths sent over timely
• Assist participants and/or PCA's with paperwork
• Follow up on internal issues with Participant Directed PCA Programs, on an as needed basis

PACE AND GENERAL REQUIREMENTS: KNOWLEDGE, SKILLS AND ATTITUDES (This section not applicable to initial assessment; all ESP employees and contractors attain these competencies through participation in PACE and JCAHO orientation programs)

Demonstrates commitment to PACE mission by actively promoting the autonomy and dignity of PACE program participants.

Demonstrates commitment to a holistic approach to care by actively engaging in interdisciplinary team planning and communication processes.

Demonstrates commitment to participant-centered care by actively engaging participants and/or Health Care Proxies in discussion about self-management goals.

Understands ESP's organizational structure. Actively participates in EBNHC programs and committees.

Demonstrates the ability to communicate effectively and respectfully through verbal and written skills. Documents in accordance with protocol.

Demonstrates knowledge of Participant Rights by

actively protecting rights to privacy;

always treating participants with respect;

encouraging and assisting participants in filing of complaints and grievances

helping to maintain and clean and safe environment

helping to ensure that restraint and involuntary seclusion are never used as a means of coercion, discipline, punishment, retaliation, or for the convenience of staff and those restraints, when required by extraordinary circumstance, are always applied and monitored in accordance with policy/procedure.

Promotes a sense of “teamwork” through demonstration of self-direction and self-motivation. Solves problems independently or knows when to seek consultation. Provides leadership to other support staff on the practice team. Works cooperatively and respectfully with others at all levels of the organization.

All ESP employees participate in the orientation, training, and mentoring of new employees and in providing input for continuous improvement.

Displays outstanding customer service skills when interacting with ESP participants, family members, outside providers, potential ESP members, referral sources or others.

Interacts with participants in a professional and respectful manner, which reflects the needs and concerns of the individual. Maintains a positive attitude. Uses communication devices appropriately. 

Demonstrates commitment to performance improvement by reporting incidents and other data used in ESP Performance Improvement activities, and by actively participating in one or more performance improvement committees or making a minimum of two suggestions for program or other improvements over the course of the year.

Responsible for continued professional growth and development.  

Pay Range: $21.00 up to $30.00 an hour based on experience.

Schedule: Monday - Friday 8:00am - 5:00pm

EEO & Accommodation Statement:

NeighborHealth is an equal employment/affirmative action employer. We ensure equal employment opportunities for all, without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity and/or expression or any other non-job-related characteristic. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to HRrecruit@NeighborHealth.com or call 617-568-4480 to let us know the nature of your request

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