Scheduler & Care Coordinator

Job Summary

The in-office Scheduler & Care Coordinator plays a vital role in supporting Otterbein's home health ministries by coordinating patient visits and clinician schedules to ensure timely, efficient, and high-quality care delivery. This position serves as the central point of communication for scheduling activities, balancing patient needs, clinician productivity, geographic efficiency, and regulatory requirements. The Scheduler works closely with clinical leadership, field staff, referral sources, and patients to maintain continuity of care while supporting organizational goals and exceptional customer service.

Primary Duties and Responsibilities

 Scheduling & Care Coordination

• Coordinate and maintain daily schedules for RNs, LPNs, therapists, aides, and other field clinicians.
• Assign patient visits based on clinician availability, qualifications, geographic location, and productivity expectations.
• Optimize schedules to maximize efficiency and minimize travel time.
• Monitor visit frequencies to ensure compliance with physician orders and plans of care.
• Adjust schedules in real time due to admissions, discharges, call-offs, schedule changes, and urgent patient needs.
• Coordinate start-of-care visits and communicate scheduling information to patients and clinicians.
• Maintain staffing coverage and coordinate contingency plans when scheduling conflicts arise.
• Monitor McBee portal.

Communication & Customer Service

• Serve as the primary scheduling contact for patients, families, clinicians, and office personnel.
• Communicate schedule changes promptly and professionally.
• Maintain positive working relationships with patients, referral sources, and internal staff.
• Assist in resolving scheduling concerns while promoting a positive patient experience.
• Participate in team meetings and operational discussions regarding staffing and productivity.

Productivity & Reporting

• Monitor clinician schedules to support agency productivity standards and operational goals.
• Generate scheduling reports and track visit completion trends.
• Identify scheduling gaps, capacity concerns, and staffing needs.
• Assist leadership with workload balancing and resource allocation.
• Maintain accurate documentation and scheduling information within electronic systems.

Compliance & Documentation

• Ensure all scheduling activities align with agency policies, payer requirements, and regulatory standards.