Medical Office - Receptionist/Scheduler/Recruiter

Human Resource -Recruiting & Scheduling Specialist Position Summary: The Human Resource Recruiting-Scheduling/Scheduler is expected to perform a variety of duties that support the coordination of scheduling services for our clients. This position is responsible for scheduling clients and caregivers, managing care log submissions, and following up with clients to ensure we are effectively managing expectations. Coordinate administrative, business, and other operational activities in the office by performing the following duties. Maintains solid and consistent communication with branch leadership, collaborates on employee and client service issues, and ensures accurate file maintenance.
Essential Duties

• Maintains regular, predictable, consistent attendance and is flexible to meet the needs of the department
• Schedule an appropriately skilled and unskilled person to the new client and input scheduling information into the database immediately after confirming with a caregiver.
• Send information to the scheduled caregiver(s) via e-mail when assigning a new shift. Include any information relevant to the client and their location, if relevant. Texting may be used only with immediate staffing needs or confirmations.
• Other duties as assigned by direct supervisor or other members of Management
• Follows all Medicaid, and HIPAA regulations and requirements Abides by all regulations, policies, procedures, and standards
• Assist in setting up training for all branch new hires and current employees; may oversee or facilitate classes, including quarterly in-service meetings
• Respond to unemployment notices promptly.
• Confirm with the caregiver that they have received the information or ensure that management or on-call confirms. Confirmations should be in writing or recorded if given verbally over the phone.
• Communicate with clients and/or families about ongoing staffing needs. If shifts are canceled, contact the caregiver until confirmation is received by phone, then text, then e-mail. Update schedules with a note reading that caregivers are aware of a change.
• Constantly remind caregivers about what is expected from them when relating to client and Agency in terms of dress, conduct, timeliness, etc.
• Check in with caregivers 24 hours after starting a case and document the call. Relevant information should be shared with the supervisor
• Confirms all pre-hire steps have been completed to include completion of pre-hire forms, maintaining staff database (to include all requirements).
• Maintain employee compensation, retention, and recognition programs
• Provides customer service by answering employee questions accurately and promptly.
• Understand and adheres to established SHCS policies and procedures
• Serves as the point of contact for new hires.
• Completes Forms I-9, verifies I-9 documentation, and maintains I-9 files.
• Attend all meetings per department.
• Review all client information and plan of care upon receiving a new client. Put in an unassigned schedule to ensure monitoring and tracking of staffing progress.
• Screens, Interviews, assists, and scheduling in hiring Home Care Aides
• Oversees the new hire process for all branch hires; ensures all documentation is completed timely and accurately. On-boards and trains new branch and clinical Administrative employees.
• Provides staffing for sick leave, vacation, long term leave.
• Provides reports and communicates information to key personnel.
• Schedule any replacement workers as needed and inform the family, client, POA, and/or necessary party of a change.
• Reviews Employee Applications and Required documents to ensure all forms are filled out and ensure documents are complete.
• Complete wage and employment verifications of current and former employees.
• Ensures the appearance of the branch's open environment is professional: neat, clean, orderly, and generally free of clutter
• Assist with recycling, associate hiring orientations, in services. Disciplinary actions relating to attendance, scheduling, requirements, and Licenses.
• Ensures HR policies and procedures are executed within Agency
• Check caregiver schedule to make sure they are not overlapped with another client and monitor overtime, if applicable. Check to make sure the caregiver has the appropriate licensing and certifications for a case.

Auditing Employees files

• Input as needed and maintain staff database in EVV system /employee files to reflect certifications
• Check all emails for recently updated certs sent by employees and update the EVV system
• Assembles and maintains employee files once a week
• Maintain staff and client statistics within required time frames (Remove all inactive employees, but audit employee chart first using requirement checklist, update call-out spreadsheet as needed)
• Email (keep a record of emails in employee file) and call all staff regarding missing or expiring certificates

Recruiting Employees

• Scheduling on-boarding Tuesday, Wednesday, Thursday via Excel
• Screening, calling, and interviewing potential employees and NATP students (Ensuring that all applicants have completed paperwork including application, hiring documents, licenses, reference checking, scheduling, and completing background checks.) via recruiting folder.
• Writing, posting, maintaining ads, and recruiting employees and students on various job boards via Employee GA, Smart Recruiter, Applicant Pro
• Have all applications printed and ready for all potential interviews scheduled for Tuesday, Wednesday, and Thursday
• Have all applications printed and ready for all potential interviews scheduled for Tuesday, Wednesday, and Thursday
• Assess Recruiting folder for Potential clients needing services.

NATP Chart Audit

• Audits all student files for missing requirements and file accordingly Email and call (keep a record of emails with timestamps in student file) all students regarding missing or expiring certificates via recruiting folder.
• Check all SHCS NATP student's files to make sure all pages are signed and dated correctly

Recruiting NATP Students

• Calling Clients to do quick telephone Q1 on all clients
• Recruit and post for NATP students and home care Aides id needed from (Applicant Pro, and smart Recruiter) we need a maximum of 10 students for each class.
• Screening, calling, and interviewing potential employees and NATP students (Ensuring that all applicants have completed paperwork including application, hiring documents, licenses, reference checking, scheduling, and completing background checks.)
• Writing, posting, maintaining ads, and recruiting employees and students on various job boards via Employee GA, Smart Recruiter, Applicant Pro

For New Hires

• Orienting New hires (Employee Manual )
• Review a caregiver's file for their work history and experience before assigning them to a case.
• Monitor and accurately input new hires into the EVV system
• Negotiate pay rates based on the difficulty of cases, challenging locations, and urgency of service as appropriate. Pay rates and bonuses to be approved by the supervisor.
• Accurately confirm Real-time view schedule for assigned clients and caregivers daily. Enter complaints into Excel

Documentation And Communication

• Maintains case management notes related to personal problems or situations that arise with staff on the computer.
• Participates in the supervision of staff regarding punctuality, reliability, and performance.
• Ongoing compliance issues should be reported to HR and documented in a caregiver's file.
• Documents and reports to supervising nurse when there is a change in patient status and/or location, change in service requirement, reports of unsatisfactory clinical performance. Also, alert the supervisor about hospitalizations. Incident reports should be given to HR and clinical staff.
• Communicate with the supervisor about any challenges faced with staffing, personnel, clients, facilities, and/or family members.
• Review on-call information and perform the necessary actions to follow up with caregivers and clients to ensure a smooth transition between weekday, weeknight, and weekend care.
• Maintains case management notes that documents communication that relates to client care and how each situation was handled.

Performance Responsibilities

• Attend and actively participate in weekly and monthly staff meetings
• Maintains positive internal and external customer service relationships
• Provide backup assistance with New Hire Orientation
• Provide additional administrative support as needed
• Represents the organization professionally at all times
• Demonstrates team behavior and promotes a team-oriented environment
• Plans and organizes work effectively and ensures its completion
• Meets all productivity requirements
• Maintains open lines of communication
• Must be willing to participate in the on-call hours' telephone rotation (includes weekends and holidays) to manage inquiries, emergencies, and caregiver call outs

Job Requirements

• Well-developed written and verbal communication, training, and interpersonal skills.
• Proficient computer skills
• Required one to two years of human resources and/or administrative experience in a fast-paced, service-oriented industry
• Solid experience in customer service
• Strong communication and interpersonal skills
• Recruiting/Staffing background is highly preferred

Preferred Education: College Degree Required Experience: Recruiting: 1-year Customer Service: 1 year
Job Posted by ApplicantPro