Client Scheduling Manager

About Vitra Health

Vitra Health is a mission-driven healthcare organization committed to improving the quality of life for individuals and families across Massachusetts. Through innovative home- and community-based services, Vitra supports aging adults, people with disabilities, and individuals with complex care needs— supported by a Nurse, and Case Manager, Vitra ensures clients receive compassionate, personalized, and dignified care.

To help share our mission and expand our community impact, Vitra Health is seeking a Client Scheduling Manager who is passionate about community engagement and helping people access the care and resources they deserve.

The Opportunity

The Client Scheduling Manager is responsible for the strategic leadership, operational management, and overall performance of the Client Scheduling Department. This role oversees a team of Scheduling Coordinators and Supervisors (if applicable), ensuring appropriate staffing coverage, proactive client scheduling, regulatory compliance, operational excellence, and exceptional customer service.

The Manager exercises significant independent judgement in workforce planning, departmental budgeting, staffing allocation, policy development, process improvement, and performance management. This position partners closely with Clinical Leadership, Program Management, Human Resources, Recruiting, and Executive Leadership to ensure clients receive timely, uninterrupted services while supporting organizational growth and operational objectives.

The Client Scheduling Manager is accountable for department performance, service delivery metrics, compliance outcomes, employee development, and continuous improvement initiatives.

Key Responsibilities

• Lead, coach, develop, and manage the Client Scheduling team, ensuring high performance and accountability.
• Establish departmental goals, key performance indicators (KPIs), and operational benchmarks.
• Provide leadership and oversight for scheduling operations, admissions coordination, and workforce planning activities.
• Develop succession plans and career development opportunities for scheduling staff.
• Oversee hiring, onboarding, training, performance management, promotions, corrective actions, and termination recommendations.
• Monitor staffing levels and workforce capacity to support client growth and service demands.
• Analyze department performance data and implement strategic initiatives to improve efficiency, productivity, and service outcomes.
• Manage departmental resources, budgets, and staffing plans to achieve organizational objectives.
• Serve as the final escalation point for complex scheduling, staffing, and operational concerns.
• Drive a culture of accountability, engagement, collaboration, and continuous improvement.

• Ensure assessments, admissions, semi-annual visits, annual visits, monthly visits, physicals, and all required services are scheduled in compliance with Mass Health and program requirements.
• Oversee scheduling processes and workflow optimization to ensure timely service delivery and maximum operational efficiency.
• Evaluate scheduling trends, staffing utilization, and client service demands to develop proactive workforce strategies.
• Develop and implement departmental policies, procedures, and best practices.
• Ensure scheduling systems and workforce management tools are utilized effectively and consistently.
• Lead department-wide process improvement initiatives to enhance operational performance and client satisfaction.
• Monitor compliance with organizational policies, state regulations, accreditation standards, and payer requirements.

• Establish quality assurance processes and performance audits within the Scheduling Department.
• Review operational metrics and compliance reports to identify risks and improvement opportunities.
• Implement corrective action plans when operational or compliance concerns are identified.
• Ensure accurate documentation, scheduling records, and service tracking.
• Maintain confidentiality of employee, client, and organizational information.

• Partner with Clinical…