Farmington PCA Scheduler Basin Coordinated
Status: Non-Exempt
Reports to: Staff Supervisor
Supervises: N/A
Hours: Mostly M-F, 8 AM to 5 PM
Position summary:
The PCA Scheduler is primarily responsible for coordinating and maintaining all caregiver schedules for staff and family/friend caregivers, including Med Frag and EPSDT clients. The position ensures schedules are accurate, current, and aligned with client needs and authorized service hours, while responding to ongoing staffing and schedule changes to support continuity of care. The PCA Scheduler will also be cross-trained to provide back-up support to Medical Records/Data Entry functions, including visit confirmation, eligibility verification, dashboard maintenance, reporting, and related clerical duties as needed.
Qualifications & Skills:
- HS Diploma or GED
- Minimum 6 months’ office experience
- Strong organizational skills and ability to prioritize tasks
- Accurate keyboarding and data entry skills
- Ability to work with a variety of personalities calmly and efficiently
- Previous medical or home care experience preferred but not required
- Working knowledge of Word and Excel
- Ability to communicate efficiently and effectively both verbally and written
- Strong attention to detail and ability to maintain accurate records
- Ability to manage frequent and time-sensitive schedule changes
- Collaborative work skills and willingness to cross-train in related departmental functions
Key Responsibilities:
Primary Scheduling Responsibilities:
· Schedule all staff caregivers and family/friend caregivers in Matrix and Authenticare, including Med Frag and EPSDT clients, and maintain schedules as changes occur.
· Coordinate caregiver coverage based on client needs, authorized hours, caregiver availability, and program requirements.
· Prepare and distribute monthly schedules based on client needs and assigned personnel.
· Coordinate and schedule assigned back-up caregivers when coverage changes, call-outs, or service needs require replacement staffing.
· Assign and schedule new staff caregivers for required field training and assist with APS staffing for new clients as needed.
· Communicate schedule changes and coverage needs with caregivers, clients/families, and appropriate internal staff in a timely manner.
· Run reports to ensure clients are not scheduled over their authorized hours and follow up on scheduling discrepancies or potential service gaps.
· Keep track of clients who are on hold, pending, or undergoing service changes and update schedules promptly as client status changes.
· Update, verify, and maintain computerized scheduling records to accurately reflect all schedule changes.
· Monitor late and missed visits in Authenticare and follow-up with caregivers and clients to address late and missed visits.
- Update changes in services in Matrix to ensure accuracy of client records.
· Answer incoming calls and address scheduling questions, changes, and concerns for the assigned department; escalate complaints or clinical concerns to the appropriate supervisor.
Cross-Training & Back-Up Medical Records/Data Entry Responsibilities:
· Provide back-up support to Medical Records/Data Entry staff as needed and as training is completed; these duties are secondary to the position’s primary scheduling responsibilities.
· Confirm and/or log caregiver visits in Matrix and Authenticare and assist with maintaining EVV dashboards.
· Check late/missed visits, missed encounters, exceptions, and related dashboards/reports; assist with timely correction and follow-up as directed.
· Run client eligibility for Farmington clients monthly and as needed.
· Assist with data entry, correspondence, filing, documentation distribution, and other clerical functions as needed.
· Assist with logging nursing notes or inputting nursing visits as trained and directed.
· Assist with new client intake tasks, including verifying program eligibility, completing intake documentation, and entering client information into Matrix, as trained and needed.
· Assist with chart filing, chart maintenance, QA corrections, and other medical records functions as trained and needed.
· Log and track errors or Visit Note inaccuracies and assist with timely correction and follow-up.
· Address and follow up on location issues reported through EVV or by MCOs, escalating concerns when appropriate.
· Back up reception and other clerical functions as needed.
· All other duties as assigned.
· Uphold company policies and promptly report any misconduct.
Physical & Essential Job Functions:
· Ability to communicate effectively through speaking and hearing.
· Must be able to sit for long periods and utilize hands for tasks such as typing, writing, and handling objects.
· Regular attendance and punctuality are required.
· Must be able to stoop, kneel, crouch, stand, and walk as needed.
· Ability to lift, carry, push, or pull objects weighing up to 50 pounds.
· Vision requirements include the ability to see clearly at close range and maintain focus on detailed tasks.
· Mental capabilities must include the ability to understand and apply both oral and written instructions, demonstrate strong memorization skills, and engage in effective problem-solving.
Equal Opportunity Employer
Pay: From $13.50 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Work Location: In person
