Assessment and Admissions Scheduling

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 an Assessment and Admissions Scheduler who is passionate about community engagement and helping people access the care and resources they deserve.

The Opportunity

The Assessment and Admissions Scheduler plays a critical role in supporting Vitra Health's mission of helping individuals remain safely and independently in their homes. This position is responsible for coordinating assessments, admissions, and ongoing scheduling needs while ensuring exceptional customer service for clients, caregivers, and interdisciplinary team members. The Scheduler serves as a key point of contact, managing schedules, resolving conflicts, and supporting operational efficiency through effective communication and collaboration.

Key Responsibilities

• Coordinate and confirm assessment and admission appointments for new clients and update client records accurately within scheduling systems.
• Utilize scheduling software to assign staff based on certifications, skills, geographic location, availability, and client needs.
• Maintain accurate and up-to-date schedules for clients and employees.
• Respond to caregiver and client inquiries through the Caregiver Hotline and other communication channels in a professional and timely manner.
• Collaborate with Clinical Managers, Program Managers, Intake, Human Resources, and Recruiting teams to address scheduling needs and staffing gaps.
• Resolve scheduling conflicts, including employee call-outs, client schedule changes, and availability adjustments.
• Communicate schedule changes and staffing updates to clients, caregivers, and internal stakeholders.
• Assist in identifying workforce trends and staffing needs to support recruitment forecasting and operational planning.
• Conduct audits, maintain logs, and ensure scheduling documentation is complete and accurate.
• Monitor and achieve established productivity and performance metrics.
• Identify opportunities to improve scheduling processes and operational workflows.
• Serve as a resource and subject matter expert for scheduling-related questions and processes.
• Deliver exceptional customer service while fostering positive relationships with clients, caregivers, and colleagues.
• Promote Vitra Health's mission, vision, values, and commitment to person-centered care.
• Demonstrate respect for diversity and maintain a culture of inclusion, compassion, and professionalism.
• Fosters a culture of customer service and commitment to quality care
• Serves as a brand ambassador for Vitra reflecting our vision, mission, and values
• Shows a genuine interest and compassion for the communities we serve and commitment to the diversity of our clients and team members
• Mentor and supports team members
• Complete other tasks as assigned

What we are looking for:

• High school diploma or equivalent required.
• Minimum of one (1) year of scheduling, administrative support, medical receptionist, clerical, data entry, or related experience required.
• High-volume scheduling experience preferred.
• Healthcare, home health, or community-based care scheduling experience preferred.
• Experience using scheduling software, including CareCenta or similar platforms, preferred.
• Proficiency with Microsoft Office Suite and Google Workspace required.
• Experience working with elders, individuals with disabilities, or healthcare populations preferred.
• Fluency in English and a second language, including Spanish or Haitian Creole, strongly preferred.
• Strong organizational, communication, customer service, and problem-solving skills required.
• Ability to multitask and adapt in a fast-paced environment.
• Must be able to pass a background check.

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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.