Manager Clinical Workforce Utilization

HealthFlex Home Health Services•Oakland, CA

3d•Hybrid

About The Position

The Manager, Clinical Workforce Utilization owns the end-to-end optimization of field clinician staffing across HealthFlex Home Health Services. This role is accountable for maximizing productive utilization of the clinical workforce, matching clinician capacity to patient demand in real time, while minimizing reliance on contract and per diem labor. The Manager serves as the central point of coordination between Talent Acquisition, Clinical Leadership, Care Coordinators, and the Intake team, resolving daily field escalations, diagnosing staffing barriers, and driving process improvements that keep caseloads balanced and productivity targets on track. This is a highly cross-functional, data-informed operational role: part air-traffic-control for daily field issues, part analyst building the reporting infrastructure that makes staffing gaps and trends visible before they become problems.

Requirements

3–5+ years of experience in staffing/scheduling operations, workforce planning, or clinical operations, ideally within home health, hospice, or another field-based healthcare delivery model.
Demonstrated experience coordinating across recruiting, clinical, and operations functions.
Strong analytical skills with hands-on experience building reports/dashboards (Excel or Google Sheets required; BI tool experience a plus).
Working knowledge of home health staffing dynamics (visit-based productivity, caseload management, discipline-specific coverage requirements).
Experience with home health EMR/scheduling systems (e.g., Homecare Homebase, WellSky, MatrixCare, or similar) preferred.
Cross-functional relationship management and diplomatic escalation-handling
Structured problem-solving under time pressure
Data fluency — comfortable moving between granular daily fixes and higher-level trend analysis
Clear, concise communication with both frontline coordinators and executive leadership

Nice To Haves

BI tool experience a plus

Responsibilities

Own daily and weekly staffing utilization targets for all field clinical disciplines; monitor caseload distribution, visit capacity, and productivity against goals.
Proactively identify utilization gaps (underused capacity, overtime risk, uneven geographic/caseload distribution) and drive corrective action.
Develop and maintain staffing models that align clinician availability and territory coverage with referral and visit volume.
Lead efforts to reduce reliance on contract and agency clinicians by improving internal capacity planning and deployment efficiency.
Serve as the primary connective tissue between Talent Acquisition (headcount needs, pipeline status, onboarding timing), Clinical Leadership (caseload standards, clinical coverage requirements), Care Coordinators (day-to-day scheduling execution), and Intake (new referral volume and start-of-care timing).
Field and triage daily staffing escalations from the above teams, distinguishing systemic issues from one-off exceptions.
Facilitate regular cross-functional huddles/stand-ups to align on near-term staffing needs and unresolved barriers.
Assess root causes of staffing shortfalls (e.g., recruiting lag, geographic mismatch, clinician preference/attrition, intake surges) and route issues to the appropriate owner with a clear resolution path.
Partner with Talent Acquisition on hiring prioritization based on real-time utilization and coverage data.
Escalate systemic or recurring barriers to leadership with recommended process or policy changes.
Build and maintain recurring utilization, productivity, and contractor-spend reports for leadership review.
Analyze staffing trends to inform workforce planning decisions.
Develop dashboards/scorecards that give leadership visibility into utilization performance by discipline, region, and team.
Present findings and recommendations in regular operational reviews.