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.

Maintain confidentiality of patient and employee information.

Ensure data entered into scheduling systems is accurate and current.

Support audits and quality improvement activities related to scheduling and patient care coordination.

This job description is not meant to be an exhaustive list of duties or responsibilities and may change over time based on the strategy and needs of the organization.

Experience & Qualifications

Associate degree preferred; equivalent education and experience considered.

Minimum of two years scheduling experience in home health, hospice, healthcare, or related service industry preferred.

Experience with Microsoft Office and electronic medical record and scheduling systems preferred, such as Careficient, MatrixCare, WellSky, or HCHB.

Strong organizational and time-management skills.

Demonstrated ability to manage multiple priorities in a fast-paced environment.

Excellent communication and customer service skills.

Ability to analyze scheduling needs and solve problems quickly.

Ability to work independently and collaboratively with interdisciplinary teams.

BENEFITS*

Health & Wellness

Medical Insurance with free virtual doctor visits

Vision & Dental Insurance

Pet Insurance

Life Insurance

Employee Assistance Program (EAP) for personal and professional support

Financial Security

401(k) Retirement Savings Plan with company match

Paid Time Off (PTO) that accrues immediately from day one

Paid Holidays for a healthy work-life balance

Tuition Reimbursement up to $5,250 per year for ANY field of study

Tuition Discounts through exclusive partnerships with the University of Cincinnati, University of Toledo, and Hondros College

Employee-Sponsored Crisis Fund available for those facing unforeseen challenges

Legal & Identity Theft Protection

Growth & Development

University Partnerships with University of Cincinnati, University of Toledo , and Hondros College for exclusive tuition discounts

Multiple Partner Discounts available for various products and services through Access Perks

Access to 1,000s of hours of personal and professional development material through RightNow Media @ Work

*Some benefits, including PTO and tuition reimbursement, are based on hours worked.

Why work for Otterbein SeniorLife:

For more than 100 years, Otterbein has provided senior housing options rooted in respect and community. We’re a non-profit 501(c)(3) health and human service organization, so our values and initiatives are focused on serving our residents.

Otterbein SeniorLife consists of lifestyle communities, revolutionary small house neighborhoods, home health, and hospice care in Ohio, Michigan and Indiana. We offer different lifestyle options for seniors through independent living, assisted living, skilled nursing, rehab, memory support, respite care, in-home care, and hospice services.

Follow your passion and apply today to begin a meaningful career as a Scheduler & Care Coordinator at Otterbein!