Scheduling Ops Mgr - Payroll & Exceptions

PeopleCare Health Services•Colorado Springs, CO

16h

About The Position

PeopleCare Health Services is seeking a detail-oriented and accountable Scheduling Operations Manager to lead scheduling exception management and payroll readiness. The manager oversees scheduling exceptions, manual timesheets, visit-verification issues, and related payroll-preparation activities, with primary operational leadership responsibility on Monday and Tuesday leading up to the weekly Tuesday noon payroll deadline. The manager directly supervises assigned exception-support staff and provides functional direction to all schedulers on exception and payroll-readiness responsibilities. Schedulers remain accountable for work associated with their own caseloads; the manager monitors progress, verifies quality, coaches employees, coordinates support, and escalates unresolved concerns. The manager also maintains a reduced individual caseload and remains responsible for staffing it, processing its exceptions, maintaining documentation, and meeting the same fundamental operational expectations as other caseload-holding schedulers. The position is a same-level leadership partner to the Scheduling Operations Manager — Staffing & Utilization. Both managers report to the Scheduling Hub Director and provide cross-coverage when necessary. The current regular schedule is Monday through Friday, 8:00 a.m.–4:00 p.m., subject to adjustment based on operational and business needs. The manager participates in the department’s on-call rotation, including assigned evening, weekend, or holiday responsibilities. The role may be performed remotely from a home office and/or from an agency office as assigned. The employee must remain available and responsive during assigned hours, maintain reliable internet and phone access, protect confidential information, monitor communication channels, and promptly communicate barriers or risks. Occasional office attendance, training, or business-related travel may be required. Performance is assessed during a three-month evaluation period; leadership will then determine, in consultation with Human Resources and in accordance with company policies, whether the managerial appointment will continue.

Requirements

Experience in scheduling, payroll preparation, EVV, visit verification, staffing, home care, healthcare operations, or a related field.
Strong attention to detail and ability to identify documentation or processing errors.
Ability to organize time-sensitive work and maintain progress toward firm deadlines.
Strong analytical and problem-solving skills.
Ability to monitor and coach employees without automatically taking over their responsibilities.
Professional communication, coaching, and conflict-resolution skills.
Ability to recognize and escalate payroll, performance, compliance, or system risks.
Comfort using scheduling systems, Microsoft Office, reporting tools, and company technology platforms.
Ability to maintain confidentiality and handle sensitive client, caregiver, scheduling, and payroll information.
Ability to meet the role’s Monday–Friday schedule as assigned and fulfill assigned evening, weekend, or holiday on-call responsibilities.
Ability to remain available and responsive during working hours and maintain reliable internet and phone access.
Ability to perform prolonged periods of sitting at a desk and working on a computer.

Nice To Haves

Previous team-lead or supervisory experience.

Responsibilities

Lead scheduling-department payroll readiness, particularly on Monday and Tuesday, and ensure readiness for the weekly Tuesday noon payroll deadline.
Monitor scheduling exceptions, manual timesheets, missed clock-ins, missed visits, visit-verification issues, and other payroll-readiness items; confirm they are fully processed and resolved.
Set daily payroll priorities and communicate expectations to schedulers and exception-support staff.
Ensure schedulers complete exceptions associated with their assigned caseloads; monitor exception-support output, accuracy, productivity, and unresolved barriers.
Identify workflow issues that delay completion and coordinate assistance without routinely transferring one scheduler’s responsibilities to another employee.
Provide the Scheduling Hub Director with timely updates on payroll readiness, unresolved risks, and recommended actions.
Verify visit information and supporting documentation before clock-in corrections, visit approvals, or payroll-processing recommendations.
Ensure caregivers are not clocked in or approved for visits without appropriate verification; help prevent incorrect payments, unsupported billing, and inaccurate visit records.
Confirm manual timesheets contain required information and signatures; route incomplete, conflicting, unsigned, or unsupported documentation for correction.
Reinforce EVV, scheduling, documentation, and payroll-preparation procedures; escalate uncertain resolutions to the Scheduling Hub Director.
Obtain the Scheduling Hub Director’s authorization before submitting or processing off-cycle payroll requests.
Directly supervise employees primarily assigned to exception-related work and provide functional direction to all schedulers on exceptions and payroll readiness.
Monitor individual and department progress toward deadlines; review work for accuracy, completeness, and compliance.
Provide constructive coaching, document performance concerns, and communicate concerns to the employee’s direct manager and the Scheduling Hub Director.
Lead Monday and Tuesday operational priorities and participate in team meetings, performance discussions, operational reviews, and other assigned leadership activities.
Develop processes to reduce preventable exceptions, manual timesheets, and Monday payroll backlogs; identify recurring problems and recommend corrective actions.
Recommend training, workflow, documentation, and accountability improvements; partner with scheduling, Care Coordination, payroll, and other operational teams on recurring issues.
Maintain a reduced individual caseload; staff assigned clients, respond to coverage needs, process caseload exceptions, and maintain timely and accurate scheduling documentation.
Communicate professionally with clients, caregivers, Care Coordinators, and internal partners; escalate authorization, staffing, service, or documentation barriers.
Complete assigned AlayaCare training and learn exception, visit-verification, scheduling, and manual-timesheet workflows.
Participate in side-by-side user acceptance testing between AlayaCare and Catalyst; validate required workflows and document system limitations, gaps, questions, and risks for the Scheduling Hub Director.
Help develop procedures and training materials after AlayaCare workflows are confirmed; avoid unapproved workarounds where no established process exists.
Coordinate with the Staffing & Utilization Manager, monitor exception-prevention and payroll-readiness concerns Wednesday through Friday, remain knowledgeable about staffing and coverage risks, and provide cross-coverage when needed.
Respect the Scheduling Hub Director’s final authority on client prioritization and schedule composition; support caseload structures that preserve continuity, geographic alignment, and balanced workloads.
Fulfill assigned evening, weekend, or holiday on-call responsibilities and remain available and responsive during assigned working hours.
Protect confidential information, maintain reliable internet and phone access, monitor established communication channels, and promptly communicate barriers or unresolved risks.
Attend the office, training, or business-related travel as required.