SHIFT REQUIREMENTS: M-F 11:00am to 7:30pm w/rotating holidays.
Job Summary:
Provide organizational support for scheduling staff and patient visits, ensuring all visit scheduling complies with regulatory and legal requirements mandated by Medicare and Medicaid regulations. Communicates and collaborates with teams and leadership regarding scheduling and staffing. The Clinical Support Specialist is responsible for the overall knowledge of staffing in each area and to communicate to the appropriate managers, human resources, employee health, and incident command team. Able to multi-task and work under pressure with changing priorities and short deadlines, effectively handling a heavy workload.
Job Duties:
Include rotation of designated teams scheduling and staffing responsibilities as assigned to which include:
Team nurse, Social Services Coordinator, (SSC) ,Chaplain (CH) and Pool personnel..
Medical Providers and PIC scheduling
Home Health Aide (HHA)
Continuous Home Care (CHC)
Care24
All Clinical Support Specialists have Customer Service responsibilities, both internally and externally, in person and over the phone. Maintains positive relationships and rapport both internally and externally, including co-workers, patients and their family members and community personnel. All positions involve answering, routing or handling of telephone calls. All positions are expected to assist other Scheduling personnel when needed.
Specific Duties and focus for Team nurse, SSC and CH:
• Coordinates communication among team members and provides information or relays messages to team members.
• Coordinates and schedules clinician’s visits according to plan of care and regulations.
• Prioritizes visits for End of Life and urgency.
• Monitors unaccepted, unassigned, missed and declined visits for rescheduling.
• Maintains client / staff schedules using software accurately.
• Maintains on-call schedule for assigned care team.
• Prepares reports for scheduling tracking.
• Adheres to established confidentiality standards as required and HIPAA concerning community and patient information.
• Communicate any requests to change the schedule in workflow responding with a follow up comment.
• Ensure geographic scheduling to reduce drive time and to ensure timely patient care.
• Proactively works with staff to determine holiday schedule.
• Provides information to appropriate supervisor concerning any patient/employee concerns.
• Resolve conflict using effective communication skills and problem solving techniques.
• Identifies needs for additional training and communicates to supervisor.
• Supports and implements appropriate procedures to promote and maintain an efficient scheduling flow.
• Maintains knowledge of and adheres to established organizational and departmental policies and procedures.
• Assures delivery of optimum service by following assigned work schedule.
• Monitors and adjusts daily staffing schedules to ensure compliance with care plan, staffing policies, and budget considerations including overtime and driving distance.
• Utilize blackout dates for staff on vacation or call offs.
• Fulfill all responsibilities related to the success of the strategic plan of the organization, as requested and assigned
• Assigns staff to patients. Develops staff future and day-to-day schedules. Match staff to clients’ needs appropriately and considering discipline, skill, availability continuity of care, volume of hours and location to all clients.
• Communicates all changes in schedules to staff on a concurrent basis.
• Able to step in when other areas need help.
• Participate in holiday coverage on rotating basis with other staff.
• Follow proper infection control policies and procedures.
• Runs all assigned reports within the given time frame.
• Other duties as assigned
Specific Duties and focus for HHA’s
• Receives report from each department on staffing and coordinates a database of staffing.
• Coordinates communication with managers, human resources, and employee health related to staffing and staff assignments.
• Work with managers on alternative job assignments during time of staffing crisis.
Communicate to employees, human resources, managers, and employee health, related to work from home or alternate job duties of staff.
• Act as a staffing liaison during activated emergencies.
• Communicates with and participates in the incident command team.
• Ensure geographic scheduling to reduce drive time and to ensure timely patient care
• Proactively works with staff to determine holiday schedule
• Prepares reports for scheduling tracking
• Monitors unaccepted, unassigned, missed and declined visits for rescheduling
• Maintains client / staff schedules using software accurately
• Utilize blackout dates for staff on vacation or call offs
• Monitors and adjusts daily staffing schedules to ensure compliance with care plan, staffing policies, and budget considerations including overtime and driving distance
• Maintains spreadsheet with staff call off’s.
• Participate in holiday coverage on rotating basis with other Staff
• Communicates all changes in schedules to staff on a concurrent basis
• Runs all assigned reports within the given time frame.
• Other duties as assigned.
Specific Duties and focus for CHC
• Answers all calls relating to availability and/or scheduling of crisis care cases.
• Process Patient Chart when Continuous Care started. Add clinical staff to chart. Add Manual Bill Hold Coordination Note. Notify outside doctors. Provide Patient Status Change Distribution List.
• Coordinate and assign staff members on spreadsheet relating to crisis care staffing. Coordinate and assign staff members to electronic schedule.
• When staffing is not adequate, request sent to outside agency for assistance.
• Process crisis care folders when returned to office. Folders are logged in by staff at the end of a case. Coordinator logs them into spreadsheet. Folder disassembled to process. Pink Patient Care Note scanned to Clinical Supervisor.
• Paper visit assigned to staff member. Audit sheet is completed and attached to folder and then turned over to Clinical Supervisor to complete Audit. Folders are delivered to HIM when completed.
• Supply of blank crisis care folders maintained. Copies are printed and kept in supply drawer.
• Provides backup support for Care24. Participates in holiday coverage on rotating basis.
• Maintains communication between crisis care staff and Supervisor.
• Ensures adequate staff on the schedule, by updating the daily schedule to be able to start the required number of cases a day.
• Send out notification by 9am to all departments when we have staff available to start cases.
• Act as a staffing liaison during activated emergencies
• Communicates with and participates in the incident command team.
• Collaborate with managers and staff on assurance of the understanding of alternative job duties.
• Monitors and adjusts daily staffing schedules to ensure compliance with staffing policies, and budget considerations including overtime and driving distance
• Maintains client / staff schedules using software accurately
• Communicates all changes in schedules to staff on a concurrent basis
• Runs all assigned reports within the given time frame.
• Other duties as assigned.
Specific Duties and focus for Care24
• Run Contract Bed Report.
• Run Covid Report.
• Maintain Care24 White Board. When Provider Coverage information is available, update information to current date. Update Nurse On Call, SSW On Call, Chaplain On Call Information. Update Team Staffing/PTO/Out. Assist Triage with staffing for Care24 requests.
• Answers and routes outside, and incoming telephone calls.
• Answer all non-clinical calls.
• Provides back up support to Crisis Care.
• Maintains communication with Triage, Care24 and Crisis Care staff.
• Steps in to cover Team scheduling duties and requests as other schedulers end their shifts.
• Check par levels, maintain stock and order supplies.
• SHEC – Medical Equipment as needed.
• Scans and fax patient information as needed.
• Updates patient location and demographic information as needed, through workflow.
• Act as a staffing liaison during activated emergencies
• Communicates with and participates in the incident command team.
• Collaborate with managers and staff on assurance of the understanding of alternative job duties.
• Monitors and adjusts daily staffing schedules to ensure compliance with staffing policies, and budget considerations including overtime and driving distance
• Maintains client / staff schedules using software accurately
• Communicates all changes in schedules to staff on a concurrent basis
• Runs all assigned reports within the given time frame.
• Other duties as assigned.
Core Values:
Innovation:
We embrace change and are always looking at creative ways to solve problems and serve new populations.
Integrity:
We are honest, hardworking, fiscally responsible professionals driven solely by the well-being of our patients, their loved ones, and the communities we serve.
Collaboration:
We know we cannot achieve everything we want without working hand-in-hand with each other, with our healthcare partners, and with the community.
Celebration:
We believe in the importance of celebrating life and relationships.
Education:
We believe it is important not only to serve the community but to educate community members about our services and the role we can play at the end of life.
