Scheduling Associate

Status: Non-Exempt
Reports to: Community Scheduling Supervisor

About the role

Working under the direction of the Community Scheduling Supervisor, you will ensure that staffing needs are scheduled appropriately and consistently to meet the needs of Participants utilizing LIFE Pittsburgh staff and external staffing agencies.

Responsibilities

• Enter and schedule all allocated services accurately into the Home Trak database, dispense information to staff, and monitor the efficiency of staffing assignments in collaboration with the Community Care Supervisor, Community Care Scheduling Coordinator, and Community Care Coordinator.
• Provide external staffing agencies with accurate and complete staffing assignments, including Participant demographics, relevant diagnosis, geographic directions, and required duties as determined by the IDT.
• Maintain an in-depth understanding of personal care assignments and the skills and knowledge required to complete them, so that alterations of the schedule can occur without interruption to Participant care.
• Provide frequent feedback to the PACE team about the need for PCA services to be re-evaluated, discontinued, changed, or initiated.
• Demonstrate an in-depth understanding of how to interpret the contents of the PCA plan of care as developed by the PACE team.
• Develop strong, professional relationships and customer service with external and internal representatives and staff to ensure effective communication, collaboration, and cooperation so that services meet the Participants' plan of care.
• Demonstrate the ability to effectively problem-solve staffing shortages, call-offs, and other staffing challenges by finding creative alternatives and collaborating with other scheduling staff, transportation, and the IDT team to meet participant needs.
• Demonstrate the ability to match staff availability with open participant visits in a manner that ensures services are provided respectfully and with quality.
• Maintain the computerized staffing scheduling system that monitors the allocation and coordination of each Participant’s plan of care.
• Utilize Excel, Word, and other software applications required for the maintenance and dissemination of information as well as for the generation of reports.
• Provide clear and timely communication of information to Personal Care staff, other team members, and external staffing agencies in compliance with LIFE Pittsburgh standards on privacy and HIPAA regulations.
• Assist with the development, implementation, and monitoring of department procedures to assure that personal care services are properly scheduled according to Participants' Plan of Care, including the use of interdepartmental forms such as time-off request forms, overtime forms, on-call forms, and schedule in-center duties on PCA schedules as appropriate.
• Perform additional essential and/or non-essential job functions as assigned by the supervisor at any given time with or without notice.
• Provide services promptly, exercise tact, patience, and courtesy at all times, and conduct yourself in a professional manner with Participants, families, co-workers, and any external contacts.
• Promote goodwill and confidence in LIFE Pittsburgh among Participants, staff, vendors, visitors, and the general public.
• Maintain requirements for the position, such as access to a vehicle, valid driver’s license and auto insurance, annual TB test, bi-annual physical, and compliance with educational requirements (e.g., Fire Safety, Infection Control, Annual Training, Safe Mobility).

Requirements

• Ability to oversee and collaborate on scheduling needs of the participants at all ADHC of LIFE Pittsburgh.
• Ability to use and educate staff on the use of scheduling software utilized by the department.
• Ability to obtain and interpret information in terms of the specific needs of the Participants served.
• Knowledge of human growth and development of the Participants in the LIFE Pittsburgh program.
• Understands the range of treatment needed by the Participants served.
• Demonstrates initiative and resourcefulness, discretion, tact, patience, good judgment, and sound leadership abilities.
• Empathetic and compassionate demeanor in caring for the elderly.

Qualifications

• Valid Driver’s license and automobile insurance; must have a vehicle for travel.
• High School Diploma required; Bachelor’s degree preferred.
• Minimum 3 years’ experience with healthcare-related scheduling.
• Minimum of 3-5 years direct care experience as a Nursing Assistant, Home Care service provider, or other comparable/demonstrated experience (preferred).
• One to three (1-3) years in a progressive management/supervisory role.