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Patient Services Coordinator

Home Health | Ponca City, OK | Full Time

Job Description

TITLE:   Patient Services Coordinator (PSC)


REPORTS TO:  Director of Nurses (DON)





1. Must have previous word processing experience, preferably in home health or similar operation. Able to use a variety        of software applications. Computer proficiency

2. Prefer a minimum of one-year practical experience, or graduation from a one or two year business college.                         Minimum requirement of high school diploma or G.E.D.

3. Prefer ability to type at least 50 words per minute. Has ability to use personal computer, copier, and facsimile                       machine.

 4.Prefer knowledge of medical terminology.



 1. Must be highly attentive to details and accuracy.

 2. Must be able to be assertive with authority figures, e.g. physician’s offices while maintaining excellent rapport and               customer service.

 3. Must have excellent interpersonal and phone skills.

4. Must have excellent communication skills.

 5. Must be flexible and cooperative in fulfilling all obligations.

 6. Must have a positive attitude.




The primary function of the PSC is to manage patient schedules within the electronic system to ensure patients are receiving services as ordered by their physician. The PSC will coordinate with patients and disciplines when visits need to be moved or procedures need to be added or revised. They will answer and re-route all incoming phone calls, receive and distribute supplies as well as maintain inventory control of supply room, manages all aspects of company cars, therapy coordination and invoice auditing and submission, and monitoring HR expirations to assist with keeping employee files up to date.



 1. Promotes a positive work environment by consistently modeling in a positive way, agency philosophy, mission, values, and standards of care, and providing a professional role model for other staff.

 2. Answer and re-route incoming phone calls using professional phone etiquette. Takes all calls associated with                     requested schedule changes.

 3. Keeps up with workflow processing items within the Actions Screen in the Electronic System in a timely manner by             addressing the Client Related Tasks, Review Coordination Notes, and Administrative Tasks tabs periodically                         throughout each day.

 4. Effectively navigates through all tabs/screens/reports utilizing filters and various calendar views in the Scheduling               Console within the electronic system to expedite and enhance ability to schedule visits as efficient as possible.

5. “Assigns Evaluation Visits”, completes workflow of scheduling the initial week of care while the 485 is on hold                      then once patients have been admitted to services, plan of care has been approved, and dates of visits/service                  codes have been scheduled by the field user, the PSC “Completes Requested Schedule” task assigning the                        workers/agents to those visits for the remainder of the certification period and then review the calendar to ensure               visits were scheduled properly. Also performs scheduling tasks at recertification and resumption of care.

 6. Responsible for the managing employee schedules within the electronic system to ensure patients receive                           services as ordered by the physician.

A. Reviews worker’s daily schedule to avoid visit overload and uses filters to indicate under productivity to ensure workers are meeting productivity units.

B. Reviews previous visit history to promote consistency for the patient and clinician.

C. Schedules geographically utilizing zip code filters for patients who live in surrounding areas to increase productivity and efficiency with mileage and travel time when it is conducive to patient needs.

D.. Utilizes mapping tools within the scheduling console to optimize routing by locating clinician’s and patient’s residence and scheduling patients on clinicians that live nearest to them, when it is favorable to the patient and clinician.

E. Runs specific reports to ensure all patients have necessary visits plotted to avoid a missed encounter

F. Take all incoming phone calls associated with scheduling and updates the schedule as necessary to accommodate patient needs. Coordinates with all disciplines involved to ensure accommodations are met.

G.. Updates the schedule to add/edit and cancel visits as necessary. Marks missed visits indicating reason missed.

H. Finds other clinicians to perform visits when a user declines a visit for a particular day.

I. Communicates with field clinician when visits that have already been scheduled need to be reassigned to another clinician to inform them to choose office reassign on the visit in their device.

J. Notifies patient of schedule changes that veer from the norm

1. Reviews Coordination Notes sent from field staff, reading and responding to notes that are specifically addressed to the PSC. Reviews “visit change request” coordination notes that indicate a change to in-home visit time is necessary. Updates visit times and indicates updates are complete.

2. Completes a variety of administrative tasks including but, not limited to Agent Summary reports which provides information about the status of visits on users’ mobile devices and offers options for following up with staff. Reviews requests reports which provides a list of visits that have not yet been scheduled. Reviews Unverified Visits which provides a list of visits that have been scheduled but, have not yet been completed and/or verified. Reviews Therapy Reassessment Tracking report coordinating with therapist and updating therapy schedule as necessary.

3. Coordinates therapy services

A. Schedules contract disciplines as add on orders indicate and coordinates with therapy companies to establish an agreement for services and to initiate services.

B. Ensure therapy documentation notes are being reviewed by the Clinical Supervisor prior to verification.

C.. Ensures therapy re-assessments are scheduled and being completed within timelines in compliance with Medicare Regulations. Coordinates with therapy companies when requirements are not being met.

D.Receive, audit, and submits verified therapy invoices to Accounts Payable department.

4. Responsible for supply and equipment inventory control

A. Receive and distribute patient supplies. Responsible for coordinating with field staff to ensure necessary supplies are delivered to patients timely.

B. Maintain inventory control of supply closet.   Place orders as necessary to re-stock as supplies are utilized.

C.  Maintain inventory of equipment such as PT/INR machine, car keys, camera, HCHB tablet, etc. Require staff to sign-out equipment and ensure equipment is checked back in timely.

5. Manages all aspects of company cars

A. Ensure company cars are being assigned to employees who are traveling the greatest distance to ensure minimum weekly mileage requirement are being met.

B. Coordinates company car maintenance such as oil changes, tires, detailing, repairs, etc. Follows company process for maintenance schedule and obtain purchase order for expenditures associated with company cars.

C. Performs weekly company car inspections, obtain and upload required photos per company process to ensure company cars are not being abused and are properly maintained.

D. Ensure car log is in every company car and contains adequate supply of car logs and employees are recording mileage on the log.

E. Pull car log and enter mileage into car database on a weekly basis

6. Monitor HR Expirations Report and coordinate with employees with upcoming expirations to ensure items are received or tasks are completed prior to expiration date.

Other aspects and demands of the job not listed above:


Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel ay be required to perform duties outside their normal responsibilities and will be directed by their Director of Nurses (DON) as the need arises.




1. General office with prolonged periods of computer usage


2. Frequent telephone activity


3. This position has been designated Class III office position (see Infection/Exposure Control Plan). Employees performing Class III office position duties are not at risk for exposure to blood borne pathogens and other potentially infectious materials. All Class III office position employees will not be offered Hepatitis B vaccination.






1. Visual/hearing ability sufficient to comprehend written/verbal communication.


2. Ability to perform tasks involving physical activity, which may include heavy lifting and extensive bending and standing.


3. Ability to effectively deal with stress.




Agency personnel are expected to participate in appropriate continuing education as may be requested and/or required by their immediate supervisor. In addition, agency personnel are expected to accept personal responsibility for other educational activities to enhance job related skills and abilities. All agency personnel must attend mandatory educational programs.


I have read, and fully understand all information in the above job description. I meet the stated job qualifications, and am mentally and physically able to perform the responsibilities and duties of the above job description.



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