Client Scheduling Supervisor

Key Responsibilities

• Directly supervise, coach, and develop a team of Scheduling Coordinators
• Ensures assessments, admissions, semis, annuals and monthly visits are scheduled in accordance with Mass Health regulations
• Ensure physicals and all other requirements are scheduled as required
• Collaborates with Care Access to ensure assessments and admissions requirements are met
• Provides reports and data weekly, monthly as required to ensure department performance is achieved as required
• Utilizes data to maximize department performance and ensure visits are scheduled as required
• Assigns work, establishes departmental priorities, monitors performance, and ensures team objectives are achieved
• Participates in and provides recommendations regarding hiring, promotions, transfers, disciplinary actions, and termination decisions
• Approves employee schedules, time-off requests, and departmental staffing plans
• Fosters employee engagement, accountability, and a culture of continuous improvement
• Exercises independent judgment in allocating staffing resources based on client needs, service requirements, employee qualifications, and operational priorities
• Develops, implements, and maintains departmental policies, procedures, and workflow standards
• Ensures appropriate staffing coverage and workforce deployment to support organizational goals
• Serves as the primary escalation point for complex scheduling, staffing, and operational issues
• Maintains confidentiality and safeguards sensitive employee and client information

Cross-Functional Leadership

• Collaborates with Clinical Managers, Program Managers, Intake, Human Resources, Recruiting, and Leadership teams to support organizational objectives
• Leads departmental initiatives and participates in cross-functional projects impacting operations and client services
• Serves as the subject matter expert for scheduling operations, workforce management, and admissions coordination
• Fosters a culture of customer service and commitment to quality care
• Serves as a brand ambassador for Vitra Health, reflecting our mission, vision, and values
• Demonstrates compassion and professionalism in supporting employees and the communities we serve

What We Are Looking For

• Bachelor's degree required
• Minimum of three (3) years of scheduling, workforce management, healthcare operations, or related experience
• Home Health, Adult Foster Care (AFC), Group Adult Foster Care (GAFC), or community-based healthcare experience
• Minimum of two (2) years of supervisory, team lead, or management experience required
• Experience overseeing high-volume scheduling operations
• Strong leadership, coaching, conflict resolution, and employee development skills
• Experience utilizing scheduling software such as CareCenta or similar workforce management systems
• Proficiency with Microsoft Office Suite and Google Workspace
• Excellent organizational, analytical, communication, and problem-solving skills
• Ability to exercise sound judgment and make independent operational decisions
• Ability to manage multiple priorities in a fast-paced environment
• Must pass all required background screenings
• Experience overseeing teams supporting elders and individuals with disabilities
• Bilingual skills in Spanish, Haitian Creole, Portuguese, or other languages commonly spoken throughout Massachusetts

Work Environment And Physical Requirements

• Office-based work in a clean well-lit environment with fluctuating temperatures near others
• Client-facing field staff and community liaisons require frequent travel to client homes or community settings; ability to drive safely; work in client homes may involve varying temperatures, odors, allergens, pets, and other environmental factors
• Requires substantial periods of repetitive work utilizing a computer, monitor, keyboard, and mouse
• Requires lifting and carrying equipment and supplies weighing up to 35 pounds; requires pushing and pulling equipment and supplies weighing up to 35 pounds; requires walking and standing; requires frequent sitting more than 75% of the workday; requires the ability to negotiate stairs; requires visual acuity and manual dexterity to operate equipment.

Perks And Benefits

• Employer sponsored health insurance with a generous employer match
• Dental and Vision Benefits
• Supplemental Benefits
• Life, Accident, Critical Illness and Disability Insurance
• 401K with a 5% company match
• Accrued Paid-Time-Off
• Ten company paid holidays
• Wellness Benefits
• Tuition Reimbursement
• Supportive team structure and company culture with a focus on work/life balance

Vitra Health is an Equal Opportunity Employer