Remote Scheduling Supervisor

Activate Care; Massachusetts; Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Benefits

Paid time off

Holidays

Job summary

Activate Care in Massachusetts is seeking a Scheduling Supervisor to lead a team of Scheduling Coordinators and oversee RN scheduling across the state. You will hire, onboard, coach, and conduct performance reviews, ensuring schedules are efficient and member-centered.

You will use data to spot bottlenecks, implement improvements, and partner with nursing and operations leadership to meet program goals while maintaining HIPAA compliance and high-quality service.

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 supervising staff, including hiring and performance management; team of five+ preferred.
• Experience identifying and implementing process improvements in an operational setting.
• Strong operations mindset with proactive problem-solving.
• Experience with EMR and scheduling systems.
• HIPAA-compliant healthcare experience.
• Strong organizational, analytical, problem-solving skills.
• Excellent communication skills to support team and partner with clinical staff.
• Proficiency in MS Office or Google Workspace; comfortable with remote leadership.
• Willingness to attend occasional in-person meetings or training in Massachusetts.

Responsibilities

• Build and manage a team of up to eight Scheduling Coordinators; include hiring, onboarding, and reviews.
• Conduct weekly 1:1 meetings and regular team meetings.
• Approve timecards and PTO; ensure payroll accuracy.
• Oversee daily scheduling operations for field-based RNs in Massachusetts.
• Assign workloads and territories to balance volume and nurse capacity.
• Plan capacity with RN team growth; address staff needs and territory design.
• Establish scalable scheduling standards, workflows, and documentation.
• Evaluate workflows and lead efficiency improvements.
• Identify risks and capacity gaps; propose solutions to Senior Management.
• Monitor metrics like visit completion rates and nurse utilization; report insights.
• Serve as escalation point for complex scheduling issues.
• Quality reviews of scheduling documentation in EMR systems.
• Partner with Training Manager to onboard/train staff.
• Collaborate with nursing/operations to remove scheduling barriers.
• Provide backup scheduling coverage when needed.
• Maintain HIPAA confidentiality.

Skills

Healthcare scheduling

Team leadership

Remote management

EMR familiarity

HIPAA compliance

Data analysis

Communication

MS Office

Education

Associate degree or equivalent

Bachelor's degree preferred

Tools

EMR systems

Scheduling software

Google Workspace

Job description

About Activate Care:

At Activate Care, we're on a mission to improve health equity and drive improved health outcomes across the country. Our Community Care Record platform, Care Link, enables healthcare and community organizations to coordinate care for populations challenged with health-related social needs (HRSN). Path Assist is our tech-enabled Community Health Worker program for addressing HRSN utilizing an evidence-based, structured intervention. Our goal is simple: address individuals' unmet HRSNs, increase health confidence, improve self-efficacy, and reduce inappropriate healthcare spend.

Role Overview:

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.

You might be a great fit for this role if you:

• Think in systems and processes, and naturally look for ways to make things run better.
• Spot risks and bottlenecks early and address them before they become problems.
• Bring solutions forward without waiting to be asked.
• Use data to understand what's working, what isn't, and why.
• Have led a scheduling or coordination team in a healthcare setting.
• Are a supportive, accountable leader who helps team members grow.

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.
• Other duties as assigned.
  

Qualifications & Skills:

• 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 Have's:

• 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.

Diversity & Inclusion:

At Activate Care, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation, and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, military, and veteran status, and any other characteristic protected by applicable law. Activate Care believes that diversity and inclusion among our teammates is critical to our success as a company, and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The Company will not sponsor applicants for work visas at this time.

• Full-Time role is eligible for standard company benefits, PTO, and holidays.