Scheduler - National

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BCV Admin Executive Full Time Clerical

Join Bold Age PACE and Make a Difference!

Why work with us?

• A People First Environment:
  We make what is important to those we serve important to us.
• Make an Impact:
  Enhance the quality of life for seniors.
• Professional Growth:
  Access to training and career development.

Competitive Compensation :

• Generous Paid Time Off
• 401K with Match*
• Life Insurance
• Tuition Reimbursement
• Flexible Spending Account
• Employee Assistance Program

BE PART OF OUR MISSION!

Are you passionate about helping older adults live meaningful, independent lives at home with grace and dignity? Bold Age PACE is an all-inclusive program of care, personalized to meet the individual health and well-being needs of our participants. Our approach is simple:
We listen to our participants and their caregivers to truly understand their needs and desires.

SUMMARY:

The Scheduler
- National Coverage is responsible for coordinating, scheduling, tracking, and supporting the timely delivery of participant services across multiple care settings. This role manages referrals, authorizations, appointments, provider communications, transportation coordination, and related documentation to ensure participants receive services in accordance with care plans, regulatory requirements, and organizational standards.

The Scheduler
- National Coverage works collaboratively with providers, participants, caregivers, interdisciplinary team members, and operational partners to support efficient service delivery. The role may also perform Medical Records-related activities necessary to support scheduling functions, continuity of care, and service coordination. Accuracy, organization, customer service, and effective communication are critical to success in this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Scheduling Operations

• Review and process referrals, orders, authorizations, and requests for service.
• Coordinate and schedule participant appointments with external providers and service vendors.
• Communicate appointment details, schedule changes, cancellations, and updates to appropriate parties.
• Manage scheduling activities to ensure services are delivered within required time frames.
• Monitor pending appointments and incomplete scheduling activities to ensure timely follow-up.
• Document scheduling activities accurately within designated systems.
• Coordinate transportation needs associated with appointments and services.
• Identify and resolve scheduling conflicts or barriers to service delivery.
• Maintain awareness of scheduling priorities and urgent service needs.

Provider & Service Coordination

• Communicate with provider offices, facilities, and service vendors regarding appointment scheduling and coordination.
• Assist with identifying providers capable of meeting participant service needs.
• Support coordination of services requiring prior authorization, special approval, or additional documentation.
• Facilitate communication between operational teams and service providers to ensure continuity of care.
• Maintain accurate provider-related scheduling information and documentation.

Medical Records Support

• Request, receive, and distribute medical records needed to support scheduling activities and participant care coordination.
• Assist with obtaining records from provider offices, hospitals, specialists, and other healthcare entities.
• Upload, route, and manage documentation according to department procedures.
• Support release of information activities as directed.
• Ensure records are available to support scheduled services and related care activities.
• Maintain confidentiality and security of all medical records and participant information.

Documentation & Compliance

• Maintain accurate and complete documentation of scheduling activities.
• Ensure work is completed in accordance with department policies, procedures, and workflow standards.
• Follow established processes related to referrals, scheduling, authorizations, transportation coordination, and medical records management.
• Comply with HIPAA requirements and organizational confidentiality standards.
• Support audit readiness through accurate documentation and record maintenance.

Customer Service & Communication

• Provide professional and timely customer service to participants, caregivers, providers, and internal stakeholders.
• Respond to scheduling inquiries and service coordination requests.
• Escalate complex…