Scheduling Operations Supervisor

Job Description

Job Description

Scheduling Operations Supervisor

Location: West Allis, WI
Job Type: Full-Time

About the Role

Caretruly Healthcare is seeking an experienced and motivated Scheduling Operations Supervisor to oversee our Scheduling Logistics, Scheduling Billing, and Reception Department. This leadership role is responsible for ensuring efficient staffing coverage, scheduling accuracy, payroll and billing support, exceptional customer service, and smooth front-office operations.

The ideal candidate will have healthcare scheduling experience, strong leadership skills, and the ability to thrive in a fast-paced environment while supporting multiple departments.

Key Responsibilities

• Supervise daily operations of the Scheduling Logistics, Scheduling Billing, and Reception Departments.

• Lead, coach, train, and support scheduling and reception staff.

• Oversee scheduling operations for 100+ clients, ensuring adequate staffing coverage and continuity of care.

• Monitor open shifts, schedule changes, call-offs, staffing shortages, and urgent staffing needs.

• Audit schedules, visits, and documentation for accuracy and compliance.

• Support payroll and billing processes by reviewing hours worked, schedules, and supporting records.

• Collaborate with Human Resources, Payroll, Nursing, Outreach, and Administration teams to resolve operational issues.

• Ensure professional reception services, including visitor management, appointment coordination, and incoming call handling.

• Maintain accurate documentation within company systems and electronic health record platforms.

• Identify workflow improvements and implement operational efficiencies.

• Ensure compliance with HIPAA, company policies, and state regulations.

• Serve as the primary escalation point for scheduling and operational concerns.

• Provide backup support for scheduling and reception staff during absences, vacancies, or high-volume periods.

Qualifications

Required

• High school diploma or equivalent.

• Minimum of three years of experience in healthcare scheduling, staffing coordination, healthcare administration, or related healthcare operations.

• Strong organizational, communication, and customer service skills.

• Ability to manage multiple priorities in a fast-paced environment.

• Proficiency with Microsoft Office applications.

Preferred

• Associate's or Bachelor's degree.

• Supervisory or leadership experience.

• Home healthcare experience.

• Experience with Electronic Health Record (EHR) systems and scheduling software.

• Bilingual English and Spanish.

Skills & Abilities

• Strong leadership and team development skills.

• Excellent problem-solving and conflict-resolution abilities.

• Ability to work independently and exercise sound judgment.

• Professional phone etiquette and customer service skills.

• Ability to maintain confidentiality and handle sensitive information appropriately.

Why Join Caretruly Healthcare?

Join a growing healthcare organization where your leadership and operational expertise will directly contribute to quality client care, employee success, and organizational growth.

Apply today and become part of a team dedicated to excellence in healthcare services and operations.