Scheduling and Clinical Operations Coordinator @ GuideStar Eldercare

Medical, Clinical & Veterinary (1)

Position Summary:

The Scheduling & Clinical Operations Coordinator is a dual-function administrative support role dedicated to maintaining efficient clinician schedules and ensuring the accuracy and compliance of patient medical records. This role supports both the Scheduling and Clinical Operations departments and is critical to optimizing clinician productivity and maintaining high standards for clinical documentation. The ideal candidate is detail-oriented, organized, and adept at working in a fast-paced healthcare setting. This is a full-time, onsite role based in Crown Point, IN.

Key Responsibilities:

Scheduling Support (50%)

·Build and maintain monthly clinician schedules in collaboration with Regional Directors and Department Heads

·Serve as a primary contact for scheduling updates and changes; communicate with clinicians and facility partners

·Monitor facility needs and referral volume to adjust schedules and ensure optimal coverage

·Coordinate gap coverage and maintain accurate contact information for facilities

·Track patient forms and assist Operations with administrative support as needed

·Escalate urgent scheduling or facility concerns to management

·Participate in logistics coordination and facility communication

Chart Review Support (50%)

·Review patient records for completeness, consistency, and accuracy

·Audit documentation to ensure compliance with internal standards and regulatory requirements (HIPAA, CMS, etc.)

·Update electronic health records and organize data in readable formats (primarily using Excel)

·Identify documentation gaps or errors and report to appropriate clinical leaders

·Provide support or training on documentation best practices as needed

·Assist with clinical audit projects and present findings to leadership

·Remain up to date on regulatory changes impacting medical record documentation

Required Qualifications:

·High school diploma required; Associate degree or MA certification preferred

·Minimum 2 years of experience in a healthcare setting; scheduling experience strongly preferred

·Proficient in Microsoft Office Suite with advanced Excel skills

·Experience with EHR systems and familiarity with medical documentation standards

·Strong written and verbal communication skills

·Demonstrated ability to prioritize and manage tasks across two distinct functional areas

·Reliable transportation and valid driver’s license

·Able to pass background check and drug screening

Physical & Work Environment Requirements:

·Primarily a sedentary role requiring extended computer use

·Frequent interaction with internal and external stakeholders by phone, video, and in person

·Office-based role in a professional, temperature-controlled environment

·Must be able to manage multiple priorities, meet deadlines, and maintain a high degree of accuracy

What We Offer:

·100% employer-paid medical insurance for employees

·$50,000 in company-paid life and AD&D insurance

·401(k) retirement plan

·3 weeks (15 days) paid time off plus 7 paid holidays

·A collaborative, mission-driven work environment

Equal Opportunity Employer Statement:

This job description is not intended to be all-inclusive. The employee may be required to perform other duties as assigned by the Manager of Human Resources, CHRO and Executive Leadership Team.

All GuideStar employees must be vaccinated against the flu. GuideStar follows all applicable laws; contact [email protected] for more information.

Scheduling and Clinical Operations Coordinator

Scheduling, Clinical Operations

GuideStar Eldercare

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