Manager of Scheduling & Coordination Shared Services
Description
Key Responsibilities
Skills, Knowledge and Expertise
Benefits
We are seeking an experienced and dynamic Manager, Scheduling & Coordination Shared Services to lead our centralized scheduling and referral coordination team. This leader will oversee the day-to-day operations of our Scheduling & Referral Coordinators, ensuring rapid patient scheduling, optimal field resource utilization, problem solve, exceptional customer service, and data-driven decision-making.
If you are a strong communicator, operational problem solver, and passionate about building high-performing teams that deliver measurable results, we want to hear from you.
Key Responsibilities
What You’ll Do:
- Lead the Team: Manage, mentor, and develop a team of Scheduling & Referral Coordinators to achieve performance goals.
- Drive Operational Excellence: Ensure referrals are reviewed, accepted, and scheduled within strict timeframes (goal: within 1 hour).
- Accountability & Management: Head a National team Scheduling and Referral Coordinators to ensure all visits are scheduled within 24 hours of receipt, and for patients actively receiving care, their visits are scheduled within 7 days of last visit. Hold staff accountable to key Service Level Agreements (SLAs).
- Optimize Resources: Monitor and adjust schedules daily to maximize field staff productivity and minimize travel inefficiencies.
- Problem-Solve in Real Time: Provide guidance to coordinators to resolve day-of issues, delays, or staffing shortages quickly and effectively.
- Data-Driven Management: Track KPIs including referral-to-scheduling time, field staff utilization, patient acceptance rates, and scheduling accuracy. Use insights to drive process improvements. Be able to review raw data received in Excel and extract insights from the data through Pivot Tables or other means of analysis.
- Customer Experience Oversight: Ensure coordinators deliver a consistent, professional, and persuasive experience to patients and referral sources. Be able to articulate status updates to internal customers and external organizations. Synthesize information in a meaningful way for our customers.
- Cross-Department Collaboration: Partner with clinical leadership, operations, and supply chain teams to align scheduling with capacity, supply availability, and patient needs.
- Process Improvement: Standardize scheduling workflows, implement best practices, and identify technology enhancements.
Skills, Knowledge and Expertise
What We’re Looking For:
- 3–5+ years of experience in healthcare scheduling, operations, or coordination, with at least 2 years in a supervisory or management role.
- Proven ability to lead and motivate teams in a fast-paced, high-volume environment.
- Strong analytical skills with the ability to interpret data and make informed operational decisions. Ability to manage Excel and create Pivot tables as needed.
- Exceptional communication skills, with the ability to handle both patient-facing and referral source communications.
- Proficiency with scheduling software, mapping tools, and reporting systems.
- Experience in home health, hospice, wound care, or similar healthcare settings preferred.
Benefits
Competitive compensation
Robust health benefits package including premium health, dental and vision insurance. FSA, HSA
Company sponsored Short and Long Term disability
Company Sponsored Life Insurance
401k plan with generous company match
Generous PTO policy with paid holidays and sick leave
Ready to join a passionate team and make a difference in healthcare? We want to hear from you!
Robust health benefits package including premium health, dental and vision insurance. FSA, HSA
Company sponsored Short and Long Term disability
Company Sponsored Life Insurance
401k plan with generous company match
Generous PTO policy with paid holidays and sick leave
Ready to join a passionate team and make a difference in healthcare? We want to hear from you!
