Job Title: Self-Booking Manager (Schedule Optimization & Capacity Control)
Location: Remote (LATAM – Costa Rica, Ecuador, Guatemala preferred)
Job Type: Full-Time
Schedule: Monday to Friday, 9:00 AM – 5:00 PM EST (8-hour shift)
Compensation: $5 USD/hour (with performance-based growth opportunities)
About the Role
We are seeking a highly proactive Self-Booking Manager based in LATAM to oversee and optimize provider availability across a network of 150+ therapists serving a U.S.-based organization. This role functions as an internal “spot broker,” ensuring that all available appointments are accurately reflected in our booking systems and fully utilized.
You will work within TherapyNotes and internal scheduling tools to identify open capacity, remove scheduling blockages, enforce caseload expectations, and ensure clients are actively utilizing the spots they hold. This role requires strong attention to detail, quick decision-making, and the ability to balance provider collaboration with firm policy enforcement in a fast-paced, remote environment.
Key Responsibilities
- Monitor real-time provider schedules in TherapyNotes to identify open, underutilized, or blocked appointment slots
- Ensure all available openings are accurately reflected in the self-booking platform at all times
- Actively release unused or improperly held slots so they can be rebooked efficiently
- Maintain and update provider caseload requirements and availability standards in the system
- Identify clients who are not utilizing reserved slots and take appropriate action (follow-up, release, or case closure per policy)
- Close or adjust cases that are limiting access to care or blocking availability without active engagement
- Coordinate closely with intake and cancellation teams to fill newly opened slots quickly
- Build strong working relationships with therapists while consistently enforcing company scheduling policies
- Flag providers with restricted availability or non-compliance with scheduling expectations
- Maintain clean, accurate, and up-to-date scheduling data across all systems
KPIs / Performance Metrics
- % of provider schedules accurately reflected in the booking system
- Reduction in unused or blocked appointment slots
- Speed of releasing and redistributing unused availability
- Increase in filled appointments from existing capacity
- Compliance rate with provider caseload and availability expectations
Requirements
- Based in LATAM with the ability to work U.S. EST hours (9:00 AM – 5:00 PM EST) consistently
- Strong organizational and systems-thinking skills
- Comfortable working in TherapyNotes or similar EHR/scheduling platforms
- Ability to manage high-volume scheduling across 150+ providers
- Strong attention to detail and ability to act quickly on scheduling gaps
- Confident communication skills to enforce policies with providers professionally
- Ability to follow structured rules and make consistent, independent decisions
- Reliable high-speed internet and a dedicated remote workspace
- Strong written and verbal English communication skills
Preferred Qualifications
- Experience in scheduling, operations, or healthcare coordination
- Experience managing high-volume calendars or booking systems
- Familiarity with U.S.-based healthcare workflows or mental health operations
- Experience working remotely with U.S.-based teams
Success in This Role Looks Like
- Minimal unused or hidden availability across all providers
- Accurate, real-time reflection of all open slots in the booking system
- Faster client access to care due to improved availability visibility
- Consistent enforcement of scheduling and caseload policies
- Increased utilization of existing provider capacity without adding new staff
Job Types: Full-time, Permanent
Work Location: Remote
