Office and Scheduling Coordinator

Position Title:                    Office and Scheduling Coordinator
Department:                       Home Care
Supervisor:                        Director of Home Health Care Operations
Status/Hours per week:    Non-Exempt / 35 hours

Pay Range:  The expected base pay for the position is $20-$28 per hour and may be increased based on other factors, such as language, certifications, etc.

Primary Function:
Under the supervision of the Director of Operations, the Office and Scheduling Coordinator provides departmental and scheduling support with the Electronic Verification Visits (EVV), a government-required software that electronically verifies when clinical and (Home Health Aide) HHA staff provide services. The Coordinator also provides support on other secretarial and clerical duties in the Home Health Services’ administrative office.

Duties & Responsibilities:
•    Ensure compliance with EVV regulations, including time, location, and service details.
•    Continuously update schedules to accommodate changes in client or caregiver plans.
•    Ensure appropriate caregiver-client matches, considering preferences, language, and specialized care.
•    Assign caregivers to clients based on needs, availability, and geographical factors.
•    Communicate scheduling changes and conflicts to relevant parties.
•    Use EVV system to document and verify services provided to clients.
•    Assist with EVV scheduling, troubleshooting, and report processing, may include database management, and update of systems.
•    Assist in ongoing training and support of the use of EVV and compliance with rules for its use.
•    Monitor and report any issues to the Director of Operations on ongoing issues with the use of the program/software.
•    Work with Director of Operations regarding quality of services and review reports as requested.
•    Schedule all visits for clinical staff including SOC, ROC, and Recertifications.
•    Assist with prior authorizations.
•    Perform data-entry for scheduling and referrals. 
•    Answer the telephone, screen calls, take messages and answer routine questions.  
•    Screen calls for the Home Care Director, take phone messages, and page staff. 
•    Copy and fax assignments and distribute tasks as directed, while taking notice of given deadlines.
•    Provide support to collect, enroll and bill data.
•    Verify MassHealth and private insurance. 
•    Track and enter orders into electronic record orders that have been signed and returned.   
•    Create a variety of material (such as Reports, Memoranda, Correspondence, Notices and Bulletins) for supervisor or another designated manager. 
•    Handle other duties as assigned by the Operations Director as requested. 

Minimum Basic Knowledge:    

•    High School Diploma required. 
•    Associate’s or Bachelor’s degree preferred.

Experience & Qualifications:

•    Two years of office or administrative experience in a healthcare setting required. 
•    Specific experience in office systems, data processing, and computer systems.
•    Strong computer (Excel, scheduling/reporting systems) and communication skills required. 
•    Training experience in computer or software systems preferred.
•    Background in home care and insurance verification strongly desired.
•    Excellent customer service skills. 
•    Ability to be flexible and work effectively within a team.  
•    Ability to multitask, handle pressure and meet deadlines.  
•    Language skills in English and Portuguese Creole or Spanish preferred. 

Supervisory Responsibility:
    None

Define Access Level to PHI: Level 2 [Authorized to access patient demographic data with only minimal reference to treatment or diagnostic information as needed to function.  Staff in this category level should confine the use of PHI to the minimum necessary required and should not access or read parts of the medical record not needed to perform assigned duties.]