Scheduling Manager

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Excel Nursing Services is a well-established home care and healthcare staffing agency in Massachusetts, proudly serving local communities for over 20 years. We are currently seeking a full-time Scheduling Manager to lead our scheduling team and coordinate caregiver coverage for our expanding client base. This is an in-person role based in Wilbraham, MA; remote or hybrid work is not available.

The Scheduling Manager is a hands-on leadership position is responsible for onboarding new clients, optimizing caregiver schedules, and overseeing both in-office and remote scheduling staff to ensure high-quality service delivery. This role also offers strong potential for advancement into future management positions.

Key Responsibilities for Scheduling Manager:

Scheduling & Leadership

• Coordinate scheduling for new client referrals and start-of-care services
• Optimize caregiver schedules to enhance efficiency and continuity of care
• Manage daily schedule changes, including call-outs, staffing needs, and client requests
• Ensure all shifts are properly staffed
• Oversee daily and weekly schedules for home care and facility cases, ensuring full coverage and compliance with authorizations
• Resolve scheduling conflicts, missed visits, and EVV-related issues; provide training on clock-in/out procedures
• Audit schedules for accuracy, payer compliance, and EMR documentation standards
• Manage cancellations, confirm weekend schedules, and maintain accurate data entry
• Communicate with referral sources and support partner relationships
• Lead, train, and mentor scheduling team members (both in-office and remote)
• Monitor team workload, collaborate across offices, and participate in meetings and KPI reviews
• Support performance management, workflow improvements, and after-hours on-call coverage
• Ensure adherence to company policies and scheduling protocols

HR, Recruiting & Compliance

• Assist with recruiting, onboarding, orientation, and staff scheduling
• Track attendance, call-outs, and documentation; support HR audits and performance reviews
• Participate in investigations, including DPH matters and quality assurance follow-ups

Payroll, Data & Reporting

• Review schedules for payroll accuracy and assist with weekly payroll processing
• Maintain EMR data integrity and prepare management reports
• Monitor overtime, obtain approvals, and recommend coverage solutions

Client & Caregiver Relations

• Act as the primary contact for escalated scheduling concerns
• Maintain professional communication with clients, caregivers, and case managers
• Support client relationship development, marketing efforts, and community outreach

Administrative Duties

• Answer phones, manage correspondence, and maintain organized filing systems
• Scan and organize documents
• Prepare materials for audits and compliance reviews
• Ensure confidentiality standards are upheld

Qualifications of Scheduling Manager:

• Associate degree in Business preferred, or equivalent experience
• At least 1 year of home care scheduling experience
• Prior leadership or supervisory/management experience
• Strong communication, problem-solving, and decision-making skills
• Ability to work effectively with diverse populations, including elderly and disabled individuals
• Detail-oriented, adaptable, and able to thrive in a fast-paced environment
• Professional demeanor with the ability to remain calm under pressure

Growth Opportunity

High-performing candidates may advance into roles such as Client Services Manager or Branch Manager. Some advancement opportunities may involve relocation.

We look forward to hearing from you—please submit your resume through Indeed or call Heather at 413-583-8900 et. 307 to schedule an interview.

Pay: $26.00 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person