Director of Scheduling Operations Walnut Creek CA - Tbwa Chiat/Day Inc

*2 years of home health or management experience

Pay: $85,000-$140,000 + performance incentives

Description

Health Link Home Health and Hospice is a leading home health agency servicing the greater San Francisco Bay Area across multiple medical specialties and patient treatments. As we approach our 20th anniversary of providing high-quality care to our patients, we are looking for someone who shares our passion for improving healthcare outcomes and patient experience. As an essential member of our team, you will have the opportunity to work in a collaborative and supportive environment with our clinical and office staff in San Francisco and Walnut Creek.

Job Summary: The Director of Scheduling Operations will be responsible for overseeing and managing the intake and scheduling processes across multiple territories within our Home Health Agency. This position ensures that patient referrals are processed efficiently, clinicians are scheduled effectively, and operations run smoothly to optimize census growth and clinician productivity. The ideal candidate will be an experienced leader with a strong focus on intake coordination, scheduling logistics, and operational efficiency in a home health setting.

Key Responsibilities:

1. Oversee Intake Process: Manage the intake operations across multiple territories, ensuring timely and accurate processing of referrals. Work closely with referral sources, intake coordinators, and clinical staff to ensure a seamless patient onboarding experience.
2. Scheduling Coordination: Lead and supervise the scheduling team to ensure clinicians are assigned visits promptly and efficiently, considering geography, clinician capacity, and patient needs. Ensure that schedules are optimized to maximize clinician productivity and patient care quality.
3. Census Growth: Work closely with marketing and referral teams to drive census growth by ensuring referrals are converted to admissions in a timely manner and that scheduling is aligned with capacity and operational goals.
4. Monitor Productivity: Track and monitor clinician productivity across all territories, ensuring that visit volumes, point assignments, and caseloads are distributed equitably and in alignment with agency goals.
5. Problem Solving: Quickly identify and resolve scheduling conflicts, gaps in coverage, or referral processing delays to ensure minimal disruption to patient care and clinician workload.
6. Team Leadership: Provide leadership and guidance to intake and scheduling teams, fostering a collaborative and efficient work environment. Ensure staff are well-trained in intake and scheduling protocols, and implement ongoing training as needed.
7. Performance Tracking: Utilize scheduling software and EMR systems to track key metrics such as referral conversion rates, clinician productivity, and patient satisfaction. Provide regular reporting on performance and areas for improvement.
8. Compliance and Documentation: Ensure that all intake and scheduling processes comply with home health regulations and agency standards, including timely documentation of patient information and scheduling changes.
9. Cross-Department Collaboration: Collaborate with clinical, administrative, and field staff to ensure intake and scheduling processes support overall patient care objectives. Work closely with HR and clinical leadership to ensure adequate staffing levels to meet patient needs.
10. Continuous Improvement: Identify opportunities to improve the efficiency and effectiveness of intake and scheduling operations. Implement process improvements that enhance communication, streamline workflows, and optimize resource allocation.

Qualifications:

1. Bachelor’s degree in healthcare administration, business management, or a related field (Master’s preferred).
2. 3+ years of experience in intake coordination, scheduling, or operational management within a home health agency or healthcare setting.
3. Strong understanding of home health regulations, intake processes, and clinician scheduling logistics.
4. Proven ability to manage multiple teams and territories, with a focus on driving census growth and clinician productivity.
5. Excellent organizational, communication, and problem-solving skills.
6. Proficiency in home health EMR systems and scheduling software.
7. 2 years of home health or management experience.

Preferred Skills:

1. Experience managing intake and scheduling operations in a multi-territory home health setting.
2. Strong leadership skills with experience in staff training and performance management.
3. Ability to work in a fast-paced environment, handling multiple priorities and ensuring smooth operations across territories.