Scheduling Operations Specialist

Scheduling Operations Specialist Essential Functions for Field‑Scheduling Role:

• Creates, enters, and maintains patient and staff schedules for all disciplines in the Electronic Health Record (EHR).
• Schedules patient visits according to care plans, priority and staff availability.
• Reviews and monitors visit frequencies for all disciplines to ensure regulatory compliance.
• Schedules and re-schedules appointments for field staff to ensure all visit frequencies are met; works to minimize drive time and/or distance as needed and suggests alternative routes when appropriate.
• Acts as liaison between patients and staff, to coordinate field staff routes and schedules.
• Reviews time logs with visit completions/missed visits and reconciles discrepancies.
• Maintains staff and patient statistics by running necessary reports from the EHR (e.g. staff productivity, case count, staff call‑in report, missed visit report, etc.).

• Inputs Caregiver Support Center staffing schedules into North Star Care Community’s shift planning software.
• Completes and updates partner schedule resources, to ensure required coverage is met.
• Maintains constant contact with leadership to coordinate needed staffing adjustments based on current and forecasted results.

• Coordinates coverage for staff call-offs, CTO (time off), and long‑term leaves of absences, ensuring schedule continuity.
• Creates reports as requested to help leadership understand scheduling trends.
• Interacts with all patients, families, caregivers, and internal colleagues in a courteous and professional manner.
• Assists with payroll reporting; provides administrative assistance by tracking overtime and/or unit pay.
• Consistently follows all departmental and organizational protocols and practices.
• Provides support to business office when able/needed.
• Adjusts to changes in workload and schedules based on changing departmental and organizational priorities.
• Adheres to the organizational Code of Conduct and represents North Star Care Community in a positive and professional manner at all times.
• Adheres to North Star Care Community policies and procedures and all regulatory and legal requirements.
• Adheres to the North Star standards to care for every person, every time, 100% of the time.

Reports to the assigned Manager/Director in charge of scheduling functions. Able to consistently perform all responsibilities required of the position under the direct supervision of the manager. No supervisory responsibilities.

Internal:
Works collaboratively with the department’s management team, admissions team and the customer care team. Extensive contact with members of the interdisciplinary team/support and/or Triage staff. Some contact with administrative and/or management staff.

External:
Frequent contact with the community, including patients, families, and facilities.

• Associate’s degree in business, healthcare or related field preferred;
  Combination of work experience and education may be considered.
• A minimum of one (1) to three (3) years’ clinical, and/or health care scheduling experience required. Hospice and medical terminology knowledge preferred.
• Knowledge of geography and proficiency in use of mapping applications such as Google Maps.
• Strong computer skills to include Microsoft office products (i.e. Word, Excel, Outlook) and EHR.
• Must be comfortable with learning and utilizing multiple computer/web-based applications.
• Good keyboarding skills (60 wpm) with a high level of accuracy.
• Must be a problem solver with demonstrated critical thinking skills; must possess the ability to work under pressure, meet deadlines and be held accountable for performance.
• Demonstrated understanding of regulatory/compliance issues and performance improvement process.
• Must possess sound judgment; effective organizational, prioritization and follow‑through skills; attention to detail; accuracy; dependability; tact; and ability to maintain confidential information.
• Must possess excellent interpersonal skills required with a proven ability to work effectively with other staff members and as a team player required.
• Must be able to read, write and speak English and be able to effectively communicate orally and in writing in internal and external relationships for all essential job functions.
• The physical and sensory demands of the position include: vision, effective speech and hearing for extensive telephone contact; repetitive motion; driving or riding in a motor vehicle; standing, sitting, walking, bending, reaching, and stretching; and lifting up to twenty five (25) pounds unassisted.
• Must be able to work variable hours/shifts and/or days, including weekends.
• Must be physically and mentally capable of performing all essential duties required of the position.