Remote Scheduling & Operations Lead (Healthcare)

Activate Care; Boston (MA); Hybrid; USD 85,000 - 110,000; Full time

Benefits offered by this job

Benefits

PTO

Holidays

Job summary

Activate Care is seeking a Scheduling Supervisor to lead a team of up to eight Scheduling Coordinators and oversee RN scheduling across Massachusetts. You will hire, onboard, review performance, coach, and address issues per company policies.

This role requires an operations mindset, data-driven decision making, and collaboration with nursing and operations leadership to meet program goals. Occasional in-person meetings in Massachusetts are expected.

Qualifications

• 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.
• Experience with EMR and scheduling systems.

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 escalated.
• 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.

Skills

Operations mindset

Communication skills

Analytical skills

Problem-solving

Remote team leadership

Organizational skills

Education

Associate degree or equivalent

Bachelor's degree preferred

Tools

EMR systems

Scheduling software

Microsoft Office

Google Workspace

Job description

Activate Care is seeking a Scheduling Supervisor to lead a team of up to eight Scheduling Coordinators and oversee RN scheduling across Massachusetts. You will hire, onboard, review performance, coach, and address issues per company policies.

This role requires an operations mindset, data-driven decision making, and collaboration with nursing and operations leadership to meet program goals. Occasional in-person meetings in Massachusetts are expected.