Scheduling Associate at LIFE Pittsburgh – Pittsburgh, Pennsylvania

Status: Non-Exempt

Reports to: Community Scheduling Supervisor

Job Summary: Working under the direction of the Community Scheduling Supervisor, will ensure that the allocations of staffing needs are scheduled appropriately and consistently in order to meet the needs of the Participants utilizing LIFE Pittsburgh staff and external staffing agencies.

Essential Functions:

• Enters and schedule all allocated services accurately into a the Home Trak database, dispense information to staff and monitor the efficiency of staffing assignments in collaboration with the Community Care Supervisor, Community Care Scheduling Coordinator and Community Care Coordinator.
• Provide external staffing agencies with accurate and complete staffing assignments to include, but not limited to, Participant demographics, relevant diagnosis, geographic directions and required duties as determined by the IDT.
• Maintain in-depth understanding of personal care assignments and the skills and knowledge required to complete, so that alterations of the schedule can occur without interruption to Participant care.
• Provide frequent feedback to the PACE team about the need for PCA services to be re-evaluated, discontinued, changed or initiated. Demonstrate an in depth understanding of how to interpret the contents of the PCA plan of care as developed by the PACE team.
• Develop strong, professional relationships and customer service with external and internal representatives and staff to ensure effective communication, collaboration and cooperation so that these services meet the Participants plan of care.
• Demonstrate the ability to effectively problem solve staffing shortages, call offs and other staffing challenges by finding creative alternatives and collaborating with other scheduling staff, transportation and the IDT team to meet participant needs.
• Demonstrate the ability to match staff availability with open participant visits in a manner that ensures services are provided in a respectful and quality fashion.
• Maintain the computerized staffing scheduling system that monitors the allocation and coordination of each Participant’s plan of care. Demonstrates the skills to utilize Excel, Word and other software applications required for the maintenance and dissemination of information as well as for the generation of reports.
• Provides clear and timely communication of information to the Personal Care staff, other team members and external staffing agencies. Communication will be in compliance with LIFE Pittsburgh standards on privacy and HIPAA regulations/compliance. Communication will include texting, phone calls, emails, system generated schedules and voicemails and pertains to all information regarding participant care and daily operations such as delays, changes etc.
• Assist with the development, implementation, and monitoring of department procedures to assure that personal care services are properly scheduled according to Participants Plan of Care. This includes the use of interdepartmental forms such as time off request forms, over time forms, on call forms and schedule in center duties on PCA schedules as appropriate.
• May perform additional essential and/or non-essential job functions as assigned by supervisor at any given time with or without notice.
• Provides services promptly, exercises tact, patience and courtesy at all times and conducts themselves in a professional manner with Participants, families, co-workers and any external contacts. As a representative of LIFE Pittsburgh, promotes goodwill and confidence in our Participants, staff, vendors, visitors and the general public.
• Proactively maintains requirements for the position (e.g., access of a vehicle, valid driver’s license and auto insurance, annual TB, bi-annual physical, etc) and maintains compliance with educational requirements (e.g., Fire Safety, Infection Control, Annual Training, Safe Mobility).

Working Conditions:

• Works within the LIFE Pittsburgh Adult Day Health Centers (ADHC), frequently travels to other centers as needed.

Knowledge /Skills / Abilities

• Ability to oversee and collaborate scheduling needs of the participants at all ADHC of LIFE Pittsburgh.
• Ability to use and educate staff on the use of scheduling software utilized by the department.
• Ability to obtain and interpret information in terms of the specific needs of the Participants served.
• Possesses knowledge of human growth and development of the Participants in the LIFE Pittsburgh program.
• Understands the range of treatment needed by the Participants served
• Demonstrate initiative and resourcefulness, discretion, tact, patience,good judgment and sound leadership abilities.
• Empathetic and compassionate demeanor in caring for the elderly.

Required Certification/License:

• Valid Driver’s license and automobile insurance
• Must have a vehicle for travel

Education/Experience:

• HS Diploma required, Bachelor’s degree preferred.
• Minimum 3 years’ experience with health care related scheduling.
• Minimum of 3-5 years direct care experience as a Nursing Assistant, Home Care service or other comparable/demonstrated experience. (Preferred)
• One to three (1-3) years in a progressive management/supervisory role.

The position description is intended to describe the essential functions of the position and the general duties and responsibilities associated with the position. It is not intended to be comprehensive in nature. In addition, jobs evolve overtime and; therefore, the description may not reflect the precise nature of the position at a given point in time. Staff may be asked to perform essential and non-essential functions at any time with or without notice.