Hospice Scheduler

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Job description

Hospice Scheduler

San Mateo, CA 94402

Need a candidate that is willing to be in office M-F 8-5pm

SUMMARY:

The Hospice Scheduler position is the key position to coordinate staffing in multiple hospice locations and provides timely and appropriate staffing for safe and effective care delivery. The Hospice Scheduler will be responsible in ensuring continuity of care by optimally scheduling Case Managers, Team RNs, Hospice Aides (HHA), Medical Social Workers (MSW), and Chaplains. Maintains coordination of the Weekend/Vacation Staff Schedule, the On-Call RN schedule and the HHAs daily assignments in multiple locations. Ensures that communications from patients, physicians and caregivers are relayed in a timely manner. Demonstrates effective liaison activities and interdepartmental and branch communication and cooperation to support essential agency priorities

These Principal Accountabilities, Requirements and Qualifications are not exhaustive but are merely the most descriptive of the current job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, staff changes, workload, or technical development)

JOB ACCOUNTABILITIES:

Responsible for ensuring continuity of care within the region

Schedules timely and appropriate staffing to ensure clinical continuity for safe and effective care delivery consistent with multiple agency policies and procedures and regulatory guidelines

Must be familiar with multiple location staffing expertise and protocols

Maintain optimal geographic team assignments within the region

Assess availability and coordination of each discipline within the region for SOC/Evals/Subsequent visits/PRN visits/Revisits and work closely with location admissions staff so that SOC visits are within the hospice practice and/or the parameters of MD's order of timeliness

Maintain full caseloads for benefited staff members and utilize Per Diem staff to meet the community's needs

Assign each discipline's daily visit schedule

Check documentation for completeness and check visit completion as requested by DPCS/Administrator (and provide written reports)

Maintain tracking and communication to staff of patient hospitalization and death and discharge status

Facilitate communications between the patients/caregivers and the hospice field staff, office staff, Admission RNs and Hospital Liaisons, (Community Relations Liaison) and AIM, via voicemail and email messages

Coordinate changes in schedule with reassignments of patients and ensuring admission processes are coordinated so visit can be immediately assigned

Assures that all clinicians are communicating regarding schedule changes via identified communication methods

Respond to clinicians who have "fall outs" in their current and weekly schedule and reschedule visits

Negotiate with clinicians to readjust their schedules to take on new referrals

When necessary, and in conjunction with DPCS and ACC monitor and triage the new referrals so all referrals are admitted to hospice the same day (unless there is a request for another SOC date by pt/family)

Maintain a full On-Call RN calendar, monitoring the schedule on a daily basis; type the monthly schedule and communicate the staffing via Web Exchange and to the After-Hours Triage Service

Prepare the Weekend Assignments

Routinely checks for receipt of staffing requests from clinicians via identified communication mechanisms

Records any concerns regarding appropriate staffing for initial visits, any concern about the possible inability to fulfill staffing requests within the region and other staffing requests to the Director of Patient Care services via phone or email in a timely manner

Call families with changes to patient visits

Provides assistance to other offices as directed by Director of Patient Care

Assists in the training/Inservice education and direction of Scheduler staff as requested by multiple Directors of Patient Care

Coordinates PTO requests with other Schedulers and covers scheduling for other locations as needed

Under the HCHB system:

Generate reports as requested and per workflow

Monitors the Client Schedule report daily

Manage schedule changes using WebExchange

Provides assistance as directed by Director of Patient Care

Assigns the teams for pending patients in HCHB

Quality Management (includes Documentation and Regulatory Standards)

Demonstrated accountability to deliver assigned job duty outputs to the next immediate internal customer. Periodically spot checks internal customer satisfaction.

Continually attempts to improve productivity standards for quantifiable assigned duties/tasks.

Shares best practices procedures with other Schedulers to continually improve processes.

Participates in quality Improvement projects as requested or through voluntary participation.

Fiscal Responsibility (includes Productivity, HHRG Rating, Supply Management, Utilization Review)

Contributes to the achievement of the budget by managing supplies and use of resources for self and others

Maintains overtime costs at a minimum and obtains leadership approval for all overtime prior to the occurrence in accordance with agency policies and procedures

Accepts assignments as designated by the Director of Patient Care/Administrator

Maintains positive professional relations with personnel through appropriate and timely responses for information or paperwork necessary for the key clinical and billing functions of the agency

Schedules to meet low census/910 staffing needs within multiple branches in coordination with the Director of Pt Services

QUALIFICATIONS:

Education:

Equivalent experience will be accepted in lieu of the required degree or diploma

HS Diploma

Associate's: Office Management, Medical Records, Business or a related field is preferred

Other: Related courses in business skills

Other: Graduation from an accredited program of secretarial science

Preferred Experience as Typically Acquired in:

Previous experience in home care scheduling

Scheduling in multiple locations or other medical staffing strongly preferred

2 years previous office and computer work skills required as is typically acquired in a health care organization office setting

Skills and Knowledge:

Developed clerical and computer skills required

Must have a working knowledge of medical terminology

Must have excellent computer word processing skills with the ability to enter at least 50 CWPM and proficiency in Microsoft Word and Excel software program

Must have knowledge of general office practices and procedures including filing, record keeping, photocopying, scanning and faxing. Must be able to follow a defined list of tasks and follow the established procedures completing them in a timely fashion

Must be able to flex with the increased workflow when census is higher and recognize urgency of each task

Must have working ability in Excel

Must be able to work in a Windows environment, have basic competence in the MS Office and be willing and able to learn new computer software package

Must have excellent communication skills and phone presentation in interactions with patients and staff

Must be able to prioritize workload, work with minimal supervision, organize and complete tasks accurately and in a timely manner. Must report all staffing concerns or communication breakdowns with clinical staff to the Director of Pt Services

Must be able to organize varied and possibly conflicting time constraints with calm reaction to frequent and often last-minute schedule changes in multiple locations

Must be able to exercise good judgement related to urgent staffing needs for safe care delivery

Ability to maintain harmonious constructive relationships with internal and external customers

Demonstrated skills in effective written and verbal communication

Must have the ability to secure adequate transportation or other means to report to work in a timely manner

Ability to be aware of surroundings and respond to emergency and/or urgent events.

Must be detail-oriented

Ability to communicate with possibly disoriented, combative patients

Ability to work in mentally and physically demanding environment

We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and person with disabilities.

req(phone number removed)

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