Scheduler & Care Coordinator

Join Otterbein Senior Life – a place that ignites your passion. You’ll find days filled with opportunities and memorable experiences. Become part of a team dedicated to caring for others. Career opportunities available for RNs, LPNs, CNAs, Culinary, Maintenance, Accounting, Sales, Marketing, and more.

At Otterbein, you are not just an “employee”; you are a partner in care. We believe in working together toward a common goal. Our focus is on person-centered care that honors both residents and their choices. Join a community of talented, kind, wise, funny, spirited, generous, and endearing individuals, among many other wonderful qualities.

It’s when you become a part of something bigger. You’re advancing and growing. You’re making a positive impact on the lives of others. It’s when you discover what you were born to do. It’s where you want to be. That’s Otterbein.

Life at Otterbein is progressive, supportive, fun, and inspiring.

• Medical insurance with free virtual doctor visits
• Vision and dental insurance
• Paid time off & paid holidays
• Life insurance
• 401(k)/403(b) with company match
• Employee-sponsored fund for employees in need
• Employee Assistance Program (EAP)
  
  * Benefits may vary based on position and location.
• Person-centered care
• Low staff-to-resident ratio
• Modern, state-of-the‑art communities
• Top-quality equipment
• Safety programs in place
• Online employee platform for peer recognition and engagement

The in-office Scheduler & Care Coordinator plays a vital role in supporting Otterbein's home health ministries by coordinating patient visits and clinician schedules to ensure timely, efficient, and high-quality care delivery. This position serves as the central point of communication for scheduling activities, balancing patient needs, clinician productivity, geographic efficiency, and regulatory requirements. The Scheduler works closely with clinical leadership, field staff, referral sources, and patients to maintain continuity of care while supporting organizational goals and exceptional customer service.

Primary Duties and Responsibilities

Scheduling & Care Coordination

• Coordinate and maintain daily schedules for RNs, LPNs, therapists, aides, and other field clinicians.
• Assign patient visits based on clinician availability, qualifications, geographic location, and productivity expectations.
• Optimize schedules to maximize efficiency and minimize travel time.
• Monitor visit frequencies to ensure compliance with physician orders and plans of care.
• Adjust schedules in real time due to admissions, discharges, call‑offs, schedule changes, and urgent patient needs.
• Coordinate start‑of‑care visits and communicate scheduling information to patients and clinicians.
• Maintain staffing coverage and coordinate contingency plans when scheduling conflicts arise.
• Monitor McBee portal.

Communication & Customer Service

• Serve as the primary scheduling contact for patients, families, clinicians, and office personnel.
• Communicate schedule changes promptly and professionally.
• Maintain positive working relationships with patients, referral sources, and internal staff.
• Assist in resolving scheduling concerns while promoting a positive patient experience.
• Participate in team meetings and operational discussions regarding staffing and productivity.

Productivity & Reporting

• Monitor clinician schedules to support agency productivity standards and operational goals.
• Generate scheduling reports and track visit completion trends.
• Identify scheduling gaps, capacity concerns, and staffing needs.
• Assist leadership with workload balancing and resource allocation.
• Maintain accurate documentation and scheduling information within electronic systems.

Compliance & Documentation

• Ensure all scheduling activities align with agency policies, payer requirements, and regulatory standards.
• Maintain confidentiality of patient and employee information.
• Ensure data entered into scheduling systems is accurate and current.
• Support audits and quality improvement activities related to scheduling and patient care coordination.

This job description is not meant to be an exhaustive list of duties…