Scheduling Coordinator Onboarding: Orientation Checklist

Purpose:  

Standard orientation for all Scheduling Coordinators to meet clinical and regulatory requirements, as well as convey customer service expectations foundational to Recover Care's core values.  Use the below log in coordination with a printed copy to initial and date areas of training completion.  

Measurement:

  1. 100% of all Scheduling Coordinators have successfully completed the standard orientation as proven through a completed printed (or electronic copy) of the training log below.
  2. This process is printed, signed-off and included in the employee's HR file.

Process:



NameContact Information
New Hire

Supervisor

Mentor




General Orientation

Prior to First Day

Topic

Details

Owner

Complete

Submit Background Check 




Request IT Access




Request Keys / Fobs




Send New Hire Announcement to Team




Create Onboarding Calendar 




Send Welcome Email + Onboarding Calendar




Setup Employee Workstation / Office

Place welcome note / gift on desk; encourage other team members to add a note



Setup Employee with LMS Access




Confirm Completion of Electronic Onboarding Paperwork




Request Company Credit Card, if applicable




Order Business Cards




General Orientation – 1st Week 

Topic

Details

Owner

Complete

Office Tour




Distribute Necessary Keys / Fobs




Distribute Technology & Complete Initial Setup

  • PC, Tablet, Phone, as applicable
  • Successfully Login to Devices
  • Voicemail Setup



General Recover Care Orientation

  • History of Recover Care
  • Mission & Core Values
  • Accountability Chart
  • Professional Expectations
  • Types of home care services provided by Recover Care under provider's scope of licensure



Review Job Description

  • Job Description + Performance Metrics



Strategic Partnerships

  • Home Health
  • Hospice
  • Assisted Livings
  • SNF/TCU



Paychex Overview

  • Self-Service Portal
  • Employee Information



Mileage Tracking




Schedule Regular 1:1s

 Supervisor to Schedule 1:1s via Outlook Calendar



Supply Ordering Process




Technology

Topic

Details

Owner

Complete

Office 365

  • Successfully Login
  • Setup Email Signature



ClearCare

  • Successfully Login
  • High Level Overview



Phone System

  • Successfully Login
  • High Level Overview
  • Setup Voicemail



Fax System

  • Successfully Login
  • High Level Overview



Knowledge Base

  • Successfully Login
  • High Level Overview



Zoho CRM, if applicable

  • Successfully Login
  • High Level Overview



Employee Experience

Topic

Details

Owner

Complete

Personnel Review 

 Review key employees – schedules, strengths, opportunities, etc. 



On-Call Operations

  • Administrative
  • Clinical



Performance Management



Employee Safety




Quality + Compliance

(Quality and Compliance Training)

Topic

Details

Owner

Complete

Comprehensive Licensure Overview

  • Assessment Requirements
  • Quality Requirements
  • Client Rights 
  • Client Responsibility
  • Employee Orientation and Training Requirements



Incident Reporting



Grievance Reporting



QAPI



Attend HHA Orientation



Recover Care Policies and Procedures (P&P)

  • Review P&P location
  • Review P&P Structure (connectedness with MN Statutes)



Recover Care Proven Process

  • Referral, Consult, Sales, SOC, Ongoing Service Continuum




Role Specific Orientation – Scheduling Coordinator

Regulatory Requirements

Topic

Details

Owner

Complete

Job Description ReviewJob Descriptions

General Office Training

  • Answering and Routing the Phones
  • Review Accountability Chart
  • Supplies Ordering



Staffing 101

Employee Personnel Review


Client Review


On-Call Training
  • Process
  • On-Call Log Location & Expectations


Payroll Training


Billing Training


Meeting Requirements (L10, 1:1, Quarterly)


Retention Strategies


Grievance Reporting


Incident reporting


Recruiting Support
  • Indeed Login
  • Interview
  • Phone Screen
  • Verbal Offer
  • Welcome Letter & Orientation Confirmation


LMS Review
  • Accessing Assignments
  • Assigning New Courses
  • Accessing HHA Profiles
  • Required Training


Shadowing
  • 30 Day Supervisory Visit - HHA
  • Applicant Phone Screen
  • Applicant Interview
  • Applicant Verbal Offer
  • Client Consultation
  • Routine Visit
  • Start-of-Care
  • Intake / Taking a Referral


PayChex Training
  • Helping Employees Login
  • Accessing Self-Service Portal
  • Viewing Paystubs


Submitting Time Off


Submitting Expenses


Submitting Mileage


New Client Process
  • Recover Care Proven Process
    • Intake, Consult, Assessment, SOC


New HHA Orientation
  • Assistance with Preparation
  • Facilitation
  • Required Materials


Electronic Medical Record (EMR) Training

Topic

Details

Owner

Complete

Adding a Client to EMR

  • Adding Client 
  • Adding Contacts
  • Tags



Adding an Employee to EMR

  • Adding Employee
  • Tags
  • Pay Rate
  • Location



Staffing a Shift


Entering Recurrences


Client / Employee Matching Criteria


Family Room Overview

Family Room Setup


Essential vs. Non-Essential Services




General Notes




Expiring Employee Documents




CCGO App Training


Payroll Finalization


Billing Finalization