Scheduling and Workforce Optimization Supervisor in Omaha, Nebraska at Caring for All Inc

Position Summary:

The Scheduling Supervisor leads Caring for People Services centralized non-medical home care scheduling function and is accountable for service continuity, schedule accuracy, caregiver utilization, open-shift resolution, overtime management, and effective communication.

This position also serves as the operational lead for Al-assisted scheduling technology, including implementation, training, adoption, and ongoing improvement, while maintaining human oversight of all scheduling decisions. The employee must demonstrate strong technology skills, remain calm during urgent staffing situations, protect confidential information, communicate effectively across multiple channels, travel locally as needed, and participate in assigned on-call coverage.

ESSENTIAL RESPONSIBILITIES:

Scheduling Operation and Service Continuity

• Lead daily, weekly, and long-range scheduling for all home care clients and field employees, ensuring authorized and accepted service hours are staffed whenever qualified resources are available.

• Maintain complete and accurate schedules and Electronic Visit Verification (EW) records; promptly add new clients, authorizations, employees, availability changes, and service updates.

• Match caregivers with clients based on required skills, training, credentials, availability, geographic location, authorized service hours, client preferences, continuity of care, and interpersonal compatibility.

• Review upcoming schedules proactively to identify open shifts, expiring schedules, staffing risks, authorization limitations, recurring conflicts, and potential service interruptions.

• Establish and maintain procedures for urgent coverage, callout response, shift replacement, and escalation.

Artificial Intelligence (AI) Scheduling Technology and Process Improvement

• Own implementation, configuration, testing, workflow design, user access, vendor coordination, troubleshooting, and continuous improvement of the organizations AI-assisted scheduling platform.

• Develop and maintain scheduling rules, decision criteria, procedures, training materials, and escalation protocols that support responsible and consistent use of scheduling technology.

• Independently review AI-generated recommendations for qualifications, safety, availability, authorization, overtime, continuity, geography, client preferences, privacy and regulatory compliance before implementation.

• Identify inaccurate, unsafe, biased, inefficient, or impractical recommendations; maintain human oversight; and escalate system errors, privacy concerns, access issues, or data-integrity risks.

• Train users, monitor adoption, evaluate integration and automation opportunities, and translate

operational needs into clear system requirements.

• Monitor caregiver availability, scheduled hours, utilization, overtime, travel requirements, open availability, and unassigned capacity.

• Reduce preventable overtime, premium pay, unnecessary travel, and last-minute staffing activity while protecting client care and continuity.

• Use operational data to recommend staffing models, territory changes, schedule redesigns, and sustainable workflow improvements.

• Supervise, coach, train, and evaluate scheduling personnel.

• Ensure adequate business-hour coverage and participate in or coordinate the rotating after-hours and weekend on-call responsibilities assigned to Non-Medical Home Care Leadership.

• Collaborate closely with all operations leaders and Caring for People Senior Leaders to escalate safety, employee-performance, or service-quality concerns to the appropriate department.

• to ensure employees are scheduled only tor services they are qualitied, trained, credentialed, and authorized to provide.

• Monitor and resolve missed visits, overlapping assignments, unauthorized hours, EW expectations, payroll-cycle discrepancies, inaccurate documentation, services gaps, and potential billing risks.

• Immediately escalate suspected fraud or other compliance risks; assist with audits, investigation, corrective actions, and quality improvement.

• Maintain scheduling records in accordance with policy and applicable retention requirements.

• This position is accountable for results including authorized service-hour fulfillment, open and unfilled shifts, missed visits, callout resolution, caregiver utilization, overtime and premium pay, schedule and EVV accuracy, continuity of care, timely placement of new employees, response times, schedule related complaints AI-platform adoption, documentation and scheduling team performance.

• High school diploma or equivalent.

• At least three (3) years of progressively responsible scheduling, staffing, dispatch, workforce management, healthcare-operations, or related experience.

• At least one year of leadership, supervisory, lead-scheduler, or team-coordination experience.

• Demonstrated experience managing complex schedules involving multiple employees, locations, qualifications, client needs, and last-minute changes.

• Strong technology proficiency and ability to quickly learn, configure, and use scheduling, ECC, HER, payroll, CRM, workforce-management, and related business systems.

• Demonstrate a strong understanding of artificial intelligence, automation, or data-assisted decision tools, or the ability to develop this knowledge rapidly.

• Ability to interpret dashboards, reports, trends, exceptions, and operational performance data.

• Ability to maintain confidentiality and work with sensitive client and employee information.

• Ability to participate in an after-hours or weekend on-call rotation as assigned. On Call and after-hours rotate between Non-Medical Home Care Leadership.

• Associate or bachelor's degree in healthcare administration, business administration, operations, human services, information systems, or a related field.

• Scheduling or operations experience in home care, home health, hospice, long-term care, disability services, or another community-based healthcare setting.

• Experience with centralized scheduling, EW, Medicaid-funded services, payer authorizations or employee-client matching and relationship building.

Additional Information:

Work Location: This position may be based out of either our Omaha or Grand Island office and may require occasional travel between locations as business needs require.