Manager, Clinical Workforce Utilization (Scheduling Manager)

HealthFlex Home Health Services; Oakland (CA); On-site; USD 120,000 - 160,000; Full time

Job summary

HealthFlex Home Health Services is seeking a Manager, Clinical Workforce Utilization to optimize field clinician staffing, balance caseloads, and minimize reliance on contract labor. The role coordinates with Talent Acquisition, Clinical Leadership, Care Coordinators, and Intake to resolve daily escalations and improve deployment efficiency.

The position emphasizes data-informed decision making, developing staffing models, and creating dashboards that highlight utilization trends and

Qualifications

• 3–5+ years of experience in staffing/scheduling operations, workforce planning, or clinical operations.

Responsibilities

• Own daily/weekly staffing utilization targets across field clinical disciplines; monitor caseload distribution and productivity.
• Serve as primary liaison between Talent Acquisition, Clinical Leadership, Care Coordinators, and Intake to resolve daily staffing escalations.
• Assess root causes of staffing shortfalls and route issues with clear resolution paths; escalate systemic barriers to leadership with recommendations.
• Build and maintain utilization, productivity, and contractor-spend reports; develop dashboards for leadership visibility by discipline, region, and team.

Skills

Staffing & scheduling operations

Workforce planning

Clinical operations

Cross-functional collaboration

Analytical reporting (Excel/Sheets)

Tools

Homecare Homebase

WellSky

MatrixCare

Job description

Description

Position Summary: 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.

Essential Duties and Responsibilities: This section describes the essential functions of this role; however, this is not intended to be all-inclusive. Other duties may be assigned, as necessary. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of this job.

Staffing Utilization & Deployment

• 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.

Cross-Functional Liaison

• 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.

Problem-Solving & Barrier Resolution

• 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.

Reporting & Analysis

• 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.

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.

Core Competencies:

• 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

Working Conditions:

• Primarily office/hybrid-based role; requires travel to the office as needed for cross-functional meetings, leadership reviews, and team coordination.
• Standard business hours, with occasional availability outside core hours to address urgent field staffing escalations.
• Prolonged periods sitting at a desk and working on a computer.
• Reliable transportation required for travel between office locations, as applicable.