Transportation Scheduler

Required Qualifications

1. High school diploma or equivalent (Required)
2. At least 1 year of experience in scheduling dispatching customer service or healthcare coordination (Preferred)
3. At least 1 year of office/administrative experience (Preferred)
4. Proficient in Microsoft Office (Outlook Excel Word) and able to quickly learn routing/scheduling software (e.g. MediRoutes RouteMatch or similar)
5. Clear background check and clean driving record (if occasional driving is required)
6. No disciplinary action in effect against any healthcare-related certification/license
7. Excellent written and verbal communication skills
8. Strong organizational skills with the ability to prioritize tasks and handle pressure in a fast-paced environment
9. Demonstrated tact diplomacy and ability to maintain positive relationships with drivers patients healthcare staff and the public
10. Ability to manage time efficiently and handle multiple changing priorities daily
11. Knowledge of HIPAA and patient confidentiality requirements
12. Detail-oriented with strong problem-solving abilities

Major Duties and Responsibilities

The Transportation Scheduler:

1. Builds maintains and adjusts daily driver schedules and routes using MediRoutes (or current scheduling software) to ensure on-time performance and cost efficiency.
2. Receives and enters transportation requests from facilities case managers and internal staff.
3. Communicates clearly and professionally with patients caregivers and healthcare facilities regarding pick-up times changes and special needs (wheelchair stretcher oxygen escorts etc.).
4. Dispatches drivers in real time monitors routes and resolves issues such as delays no-shows or vehicle breakdowns.
5. Ensures all trips comply with company policies state/federal regulations and contractual requirements (Medicaid Medicare managed care organizations).
6. Monitors driver availability call-offs and overtime to maintain adequate coverage; finds replacement drivers when needed.
7. Provides education and guidance to drivers on proper documentation vehicle use and customer service expectations.
8. Serves as the main point of contact for transportation-related questions from patients families and company staff.
9. Maintains accurate records of trips mileage driver hours and patient information in compliance with HIPAA.
10. Assists with driver onboarding training on routing software and ongoing performance feedback when needed.
11. Runs daily weekly and monthly reports on key metrics (on-time performance trips per driver no-show rates etc.).
12. Stays clocked in until the end of scheduled shift and is available for on call as needed for last-minute trips or schedule adjustments.
13. Performs other duties as assigned by the Transportation Manager.

Additional Assigned Tasks

1. Treats all clients with dignity and respect. Promotes and protects all residents rights.
2. Establishes a culture of compliance by adhering to all company policies and procedures. Complies with standards of business conduct and state/federal regulations and guidelines.
3. Follows appropriate safety and hygiene measures at all times to protect clients and themselves.
4. Maintains confidentiality of protected health information including verbal written and electronic communications.
5. Reports noncompliance with policies procedures regulations or breaches in confidentiality to appropriate personnel. Reports any retaliation or discrimination to HR or compliance officer.
6. Reports any allegations of abuse neglect misappropriation of property exploitation or mistreatment of clients to their immediate supervisor. Protects clients from abuse and cooperates with all investigations.
7. Reports any occupational exposures to blood body fluids infectious materials and/or hazardous chemicals in accordance with company policy.
8. Participates in any emergency drills and trainings.
9. Reports work-related injuries and illnesses immediately to supervisor.
10. Follows established infection control policies and procedures.
11. As a condition of employment completes all assigned training and skills competency.

Personal Skills and Traits Desired/Physical Requirements/Working Conditions)

1. Ability to read write speak and understand the English language.
2. Must be a supportive team member contribute to and be an example of team work.
3. Ability to make independent decisions when circumstances warrant such action.
4. Ability to deal tactfully with personnel clients family members visitors government agencies/personnel and the general public.
5. Must have patience tact and willingness to deal with difficult clients family and staff.
6. Must not pose a threat to the health and safety of other individuals in the workplace.
7. Must be able to move intermittently throughout the workday.
8. Meets general health requirements according to company policy including medical and physical exams and checking immunity status to various infectious diseases.
9. Ability to work beyond normal working hours and on weekends and holidays when necessary.
10. Ability to bend stoop kneel crouch perform overhead lifting and perform other common physical movements as needed for the position.
11. May be subject to falls burns from equipment and/or odors throughout the day; encounter reactions from dust tobacco smoke disinfectants and other air contaminants.
12. Subject to exposure to infectious waste diseases and/or conditions which include AIDS Coronavirus Hepatitis B and Tuberculosis.
13. May be subject to hostile or emotional clients family members or personnel.
14. Effective verbal and written communication skills and ability to exercise judgement.
15. Ability to maintain composure in stressful situations.
16. Resourcefulness.
17. Strong leadership skills.
18. Maintain a positive attitude and possess the ability to work in stressful situations.
19. Ability to coordinate meetings as well as set and achieve goals.
20. Ability to be organized and efficient.
21. Basic computer skills.
22. CPR licensed and trained in first aid.

Compliance as a Condition of Employment and Performance Appraisal

Agreement to abide by all standards policies and procedures of the company including the companys compliance and ethics program is a condition of employment. Compliance will be a factor in evaluating job performance. Violations including failure to report violations will result in disciplinary action up to and including termination.

This job description is intended to convey the general scope of the major duties and responsibilities inherent in this position. Other tasks not listed here may be assigned by the supervisor. Periodic revision may be necessary to reflect changes in expectations placed on long term care by various governmental agencies. This job description will be reviewed and/or revised annually and as needed.

Individual performance will be evaluated using the following scale:

1. Unsatisfactory: Achieves results which are far less than the standards identified for the performance factors rated.
2. Needs Improvement: Achieves results which are less than the standards identified for the performance factors rated. Exhibits the potential to become a competent performer. May be new to job or need skill development.
3. Meets Standards: Achieves results which meet the standards identified for the performance factors rated. This rating is the expected level of performance.
4. Exceeds Standards: Achieves results which usually exceed the standards identified for the performance factors rated.

Reasonable Accommodation Statement

Consistent with the Americans with Disabilities Act (ADA) it is the policy of Rocky Mountain Care to provide reasonable accommodation when requested by a qualified applicant or employee with a disability unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment including the application process. If reasonable accommodation is needed please contact the HR Department at or by email .

Equal Opportunity Employer Statement

We are an equal opportunity employer. All applicants will be considered for employment without attention to race color religion sex sexual orientation gender identity national origin veteran or disability status.

Required Qualifications

1. High school diploma or equivalent (Required)
2. At least 1 year of experience in scheduling dispatching customer service or healthcare coordination (Preferred)
3. At least 1 year of office/administrative experience (Preferred)
4. Proficient in Microsoft Office (Outlook Excel Word) and able to quickly learn routing/scheduling software (e.g. MediRoutes RouteMatch or similar)
5. Clear background check and clean driving record (if occasional driving is required)
6. No disciplinary action in effect against any healthcare-related certification/license
7. Excellent written and verbal communication skills
8. Strong organizational skills with the ability to prioritize tasks and handle pressure in a fast-paced environment
9. Demonstrated tact diplomacy and ability to maintain positive relationships with drivers patients healthcare staff and the public
10. Ability to manage time efficiently and handle multiple changing priorities daily
11. Knowledge of HIPAA and patient confidentiality requirements
12. Detail-oriented with strong problem-solving abilities