Remote Scheduling Supervisor

Activate Care

11h•Remote

About The Position

Activate Care is hiring a Scheduling Supervisor to lead the team responsible for scheduling home-based assessment visits for our Registered Nurses serving members across Massachusetts. This role builds and manages a growing team of up to eight Scheduling Coordinators, owns scheduling operations and performance, and ensures nurse schedules are efficient, member-centered, and aligned with program requirements. The Scheduling Supervisor partners closely with nursing and operations leadership to meet program goals. The ideal candidate brings an operations mindset, anticipates problems before they affect members or nurses, and proactively identifies and implements improvements.

Requirements

Associate degree or equivalent work experience required; Bachelor's degree preferred.
Minimum of 3 years of experience in healthcare scheduling or care coordination.
Minimum of 2 years of experience supervising staff, including hiring and performance management; experience leading a team of five or more preferred.
Demonstrated track record of identifying and implementing process improvements in an operational setting.
Strong operations mindset, with the ability to anticipate needs and act independently to address them.
Experience with EMR and scheduling systems.
Experience working in HIPAA-compliant healthcare settings.
Strong organizational, analytical, and problem-solving skills.
Excellent communication skills, with the ability to support team members and partner with clinical staff.
Intermediate to advanced proficiency in Microsoft Office or Google Workspace.
Comfortable leading a remote team and using remote collaboration tools.
Willingness to attend occasional in-person meetings or training in Massachusetts.

Nice To Haves

Experience scheduling home visits or field-based clinical staff.
Experience with route or territory planning.
Knowledge of medical terminology.
Bilingual in English and an additional language, especially Spanish.

Responsibilities

Build and manage a team of up to eight Scheduling Coordinators, including hiring, onboarding, performance reviews, coaching, and corrective action in alignment with company policies.
Conduct weekly 1:1 meetings and regular team meetings.
Approve timecards and PTO requests for team members, ensuring accurate payroll processing on regular basis.
Oversee daily scheduling operations for field-based RNs across Massachusetts regions.
Assign coordinator workloads and territories to balance volume, member needs, and nurse capacity.
Partner with Management on scheduling capacity planning as the RN team grows, including coordinator staffing needs and territory design.
Establish scalable scheduling standards, workflows, and documentation practices that support consistent performance across a growing team.
Proactively evaluate scheduling workflows, tools, and processes, and lead improvements that increase efficiency, accuracy, and scalability.
Identify emerging trends, risks, and capacity gaps, and bring recommended solutions to Senior Management before issues escalate.
Monitor and report on key metrics, including visit completion rates, time-to-schedule, and nurse utilization, and share insights and recommendations with leadership.
Serve as the escalation point for complex scheduling issues, urgent member needs, and nurse concerns.
Conduct regular quality reviews of scheduling documentation in scheduling and EMR systems.
Partner with the Training Manager to onboard and train new staff, identifying training needs and developing scheduling procedures and materials.
Collaborate with nursing and operations leadership to address barriers to scheduling and member engagement.
Provide backup scheduling coverage when needed to maintain continuity.
Maintain confidentiality of member information in accordance with HIPAA.
Other duties as assigned.