Hospice Scheduler

  • Location: San Mateo, California
  • Type: Contract
  • Job #76868

APR Consulting, Inc. has been engaged to identify an Hospice Scheduler
Location: San Mateo, CA 94402
Position: Hospice Scheduler
Pay Rate: $24.89/hr
Duration: 13 weeks
Expected Shift:   8AM to 5PM 40 hrs/week
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/Holiday 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).

  • 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 re schedule 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 to 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

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.
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.

  • 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.”

Our client is the one of the largest Healthcare Staffing Provider in the United States, to be assigned at one of their affiliated hospitals/healthcare facilities.
This particular client is requiring that all new hires show proof of vaccination. However, accommodations may be made for those with disabilities or religious reasons who cannot obtain a vaccine.
Since 1980 APR Consulting, Inc. has provided professional recruiting and contingent workforce solutions to a diverse mix of clients, industries, and skill sets nationwide.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
Don't miss out on this amazing opportunity! If you feel your experience is a match for this position please apply today and join our team. We look forward to working with you!

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About APR Consulting
APR Consulting, Inc., is one of the most trusted talent acquisition and workforce solutions providers in the United States. Known for exceptional responsiveness, agile strategies, and consistently high-level talent, the firm has become a go-to for organizations and managed services providers navigating complex change and urgent challenges. Since its founding in 1980, APR has transformed from a California IT-focused staffing firm to a full-service solutions provider filling a wide range of positions and serving over eight industries — including aerospace and defense, healthcare, IT, telecom, hospitality/gaming, sports/entertainment, government, and utilities –– in all 50 states, with a loyal roster of more than 850 specialized professionals.