Healthcare Scheduler

Responsibilities

• Coordinate and schedule participant appointments, ensuring alignment with individualized care plans and regulatory timeframes.
• Facilitate external appointments, scheduling visits with specialists, diagnostic centers, and hospitals, and ensuring all necessary referrals, authorizations, and transportation arrangements are in place.
• Track follow-ups and keep caregivers and the interdisciplinary team informed.
• Organize new participant orientation and initial assessments, scheduling orientation days and ensuring assessments across multiple disciplines.
• Identify transportation needs and coordinate with the Transportation Team to ensure smooth onboarding.
• Optimize scheduling across care settings, minimizing conflicts and optimizing both participant and staff schedules to ensure efficiency and seamless care delivery.
• Collaborate with key teams, including the Transportation, Home Care, Medical Records, and Clinic teams, to remove scheduling barriers and improve participant care coordination.
• Serve as the primary point of contact between the Senior Center Manager, Clinic Staff, Medical Records, Home Care, and Transportation Coordinators, ensuring smooth scheduling workflows.
• Place confirmation calls to participants for external provider appointments, ensuring they have all necessary details and support.
• Proactively identify and resolve appointment conflicts, last-minute cancellations, and urgent scheduling needs to ensure continuity of care.
• Maintain accurate documentation by entering and updating appointment details in the Electronic Medical Record (EMR) or scheduling software, ensuring compliance with internal and regulatory documentation standards.
• Adapt to the evolving needs of the PACE program and support additional scheduling-related tasks as needed.

Requirements

• A High School Diploma or GED is required.
• At least 2 years of experience in medical scheduling, healthcare administration, or a related field (experience in PACE, home health, or senior care is a plus!)
• At least 1 year of experience working with frail elderly participants, ensuring they receive care with warmth and efficiency.
• Experience using Electronic Medical Records (EMR) to keep schedules accurate and organized.
• Strong interpersonal and problem-solving abilities, with the ability to connect with participants, caregivers, and team members.
• Highly organized and detail-oriented, with the ability to manage multiple scheduling requests while ensuring smooth operations.
• Comfortable making independent decisions when needed and staying calm in urgent situations.
• Bilingual in English and Spanish to help serve the diverse community with care and understanding.