Scheduling Coordinator

Activate Care; Boston (MA); On-site; USD 52,000 - 64,000; Full time

Job summary

Activate Care in Massachusetts is seeking a Scheduler to coordinate home-based assessment visits for a team of Registered Nurses across MA. You will manage daily schedules, confirm visits, optimize routes, and maintain EMR updates while ensuring confidentiality.

This role requires strong organizational skills, excellent communication, and comfort with multiple scheduling and EHR systems. A remote-based role with occasional in-office meetings in MA is offered.

Qualifications

• Associate degree or equivalent work experience required; bachelor's preferred.
• Experience coordinating scheduling in healthcare and HIPAA standards.
• Strong organizational, communication, and interpersonal skills.

Responsibilities

• Coordinate and maintain daily schedules for nurses across MA.
• Contact members by phone to schedule and confirm visits.
• Optimize scheduling considering geography and nurse availability.
• Update scheduling and EMR systems in real time.
• Communicate schedule changes promptly to the team.
• Track completion rates and follow up on appointments.
• Document outreach and special instructions in systems.
• Support scheduling-related quality improvement initiatives.

Skills

Scheduling

EMR systems

HIPAA compliance

Communication

Multitasking

Education

Associate's degree or equivalent

Bachelor's degree preferred

Tools

EMR software

Scheduling software

Microsoft Office

Job description

** This is a remote role where applicants should reside in MA to be strongly considered for this position. **

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

The Scheduler coordinates and manages the scheduling of home-based assessment visits for a team of Registered Nurses serving members across Massachusetts. This role ensures efficient use of nurse schedules, balancing member needs, travel logistics, and compliance requirements. The Scheduler serves as the central point of contact for appointment booking, changes, and cancellations, and works closely with the nursing team to ensure timely completion of assessments. This position requires exceptional organizational skills, attention to detail, and strong communication abilities, with comfort using multiple scheduling and electronic health record sytems.

Responsibilities

• Coordinate and maintain the daily schedules for approximately five home assessment nurses in Boston, Springfield, and Worcester Massachusetts.
• Reach out by phone to schedule and confirm member visits, including initial and follow-up assessments.
• Optimize scheduling by considering geography, nurse availability, and member needs to minimize travel time and maximize efficiency.
• Update scheduling and EMR systems in real time with accurate appointment and member information.
• Communicate promptly with nurses and leadership regarding schedule changes, urgent member needs, or cancellations.
• Track assessment completion rates and follow up on outstanding appointments.
• Document outreach attempts, scheduling details, and special instructions in the appropriate systems.
• Collaborate with internal teams to address barriers to scheduling or member engagement.
• Provide excellent customer service to members and their caregivers while maintaining confidentiality.
• Support quality improvement initiatives related to scheduling workflows.
• Other duties as assigned.
  

Qualifications and Skills

• Associate's degree or equivalent work experience required; Bachelor's degree preferred.
• Minimum of 2 years of experience in scheduling, coordination, or administrative roles in a healthcare setting.
• Experience with electronic medical records (EMR) and scheduling systems.
• Experience working in HIPAA-compliant or healthcare settings.
• Strong organizational, communication, and interpersonal skills.
• Demonstrated ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Intermediate to advanced proficiency in Microsoft Office and EHR platforms.
• Able to work independently with minimal supervision and adapt to changing priorities.
• Comfortable with technology and remote collaboration platforms.
• Willingness to work a hybrid schedule, with occasional in-office meetings or training in Massachusetts.
  

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.