ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE:                                      Home Care Centralized Scheduling Specialist

REPORTS TO POSITION:      Intake and Scheduling Supervisor

DEPARTMENT:                       Home Health and Hospice

DATE LAST REVIEWED:        January 2026

OUR VISION:                            Creating America’s healthiest community, together

OUR MISSION:                         In the spirit of love and compassion, better health, better care, better value

OUR VALUES:                          Accountability, Caring, Teamwork and Safety

DEPARTMENT SUMMARY: The Home Health and Hospice department provides regional, skilled, medical services to patients that are unable to leave their homes to access medical care. Services include skilled nursing, physical therapy, occupational therapy, speech therapy, medical social work, and aide.  

POSITION OVERVIEW: The Home Care Centralized Scheduling Specialist position is responsible for scheduling appointments for Home Health and Hospice patients and coordinating caregiver schedules. This position works closely with the Intake team to onboard new patients and to troubleshoot any obstacles contributing to a timely start of care. This position acts as a liaison between the intake team, patients, family, clinicians, leadership, and other members of the patient care team in all aspects as related to Home Health and Hospice scheduling needs. This position does not directly manage any other caregivers 

ESSENTIAL FUNCTIONS AND DUTIES:

The Home Health and Hospice Scheduling Specialist schedules home health and hospice appointments as ordered by the physician.

Schedules multiple appointment types including starts of care, initial assessments, resumptions of care, and routine visits.

Schedules multiple disciplines attending to many variables in 3 counties and 10 territories throughout Central Oregon.

Coordinates visits between disciplines by analyzing territory and caseload to ensure efficiency and adhere to regulatory requirements and timelines.

Responsible for accurately entering appointments into the scheduling system and communicating pertinent information to appropriate staff. Prioritizes work to ensure all details are addressed and proper documentation is input into the system.

Provides support to Intake and triage resources by managing the sending, receiving, and monitoring of faxes, inbasket, and e-mail for referrals, labs, add orders, and requests for additional information from referral sources, scanning of referral documentation/packets, order requests and other pertinent documents.

Proactively communicates staffing changes, identifies issues, implements countermeasures in all scheduling capacities and communicates changes to appropriate members of the patient’s care team.

Monitors and manages current Home Health patients with inpatient status and notifies team of status changes, requests transfers, monitoring entire inpatient stay through discharge to home to ensure timely resumption of care.

Provides excellent customer service including follow-through to resolution or referral to appropriate person following guidelines for telephone and email communication.

Strong organizational, problem solving and multi-tasking skills, critical thinking and ability to prioritize workload, meet deadlines, and to remain focused in environment where interruptions can be frequent.

Successfully navigate EMRs and many different platforms such as Teams, Excel, OneNote, Company Mileage, RightFax as well as running and updating department data reports.

Proactively screens for potential safety concerns communicating to appropriate personnel and provides and maintains a safe environment for caregivers, patients, and guests.

The Home Health and Hospice Scheduling Specialist team relies on good communication and teamwork to complete tasks at hand. Each day may look different as we care for a variety of patients with unique medical needs, circumstances, and various acuities.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Supports the vision, mission and values of the organization in all respects.

Supports the Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

May perform additional duties of similar complexity within the organization as required or assigned.

EDUCATION:     

Required: High school diploma or GED

Preferred: Associates degree or higher. Additional college courses in information systems, office management, and medical technology.  

LICENSURE/CERTIFICATION/REGISTRATION:

Required: NA  

Preferred: NA

EXPERIENCE:

Required:

Previous customer service experience in a high volume, fast paced environment.

Previous experience in an administrative or clerical position.

Knowledge of medical terminology and procedures.

Two years of general office experience, preferably in a hospital environment.

Phone skills, computer experience, and interpersonal skills.

Preferred:        

1-2 years of scheduling experience in a fast-paced environment.

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Communication/Interpersonal

Demonstrates SCHS values of Accountability, Caring and Teamwork in every interaction.

Strong team working and collaborative skills.

PHYSICAL REQUIREMENTS:

Continually (75% or More): Use of clear and audible speaking voice and the ability to hear normal speech levels.

Frequently (51% - 75%):  Standing, sitting, walking, lifting 1-10 lbs and keyboard operation.

Occasionally (26% - 50%): Bending, climbing stairs, reaching overhead, carrying 1-10 lbs, pushing/pulling 1-10 lbs and grasping/squeezing.

Rarely (10% - 25%): Stoop/kneel/crouch, lifting 11-25 lbs, carrying 11-25 lbs, pushing/pulling 11-25 lbs and operation of motor vehicle.

Never: Climbing ladder/step-stool, lifting 25-50 lbs, carrying 25-50 lbs, pushing/pulling 25-50 lbs and the ability to hear whispered speech levels.

Exposure to Elemental Factors

Frequently (51%-75%): Heat, cold, wet/slippery areas, noise, dust, vibration and uneven surfaces.

Never (0%):  Chemical solutions.

Blood-Borne Pathogen (BBP) Exposure Category

No Risk for Exposure to BBP     

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