Capacity Planning Analyst

1 in 4 people in the US have a treatable mental health condition, but most providers don't accept insurance, making therapy too expensive for most people.

Headway’s mission is to fix this by building a new mental healthcare system everyone can access.

We started by solving the biggest barrier to care: insurance. The admin work - credentialing, claims, payment reconciliation - is a nightmare. We've automated that.

But we're going further. Over 70,000 providers across all 50 states run their practice on our software, serving over 1 million patients. We are building the best tools for therapists to run their entire practice, reimagining the experience of finding a therapist, and investing in the platform foundations to enable this at scale. We aren't just a billing layer; we are becoming the platform where care actually happens.

We're a Series D company with $325M+ in funding (a16z, Accel, GV, etc.), looking for exceptional people to help us achieve this mission. We want your time here to be the most meaningful experience of your career. Join us, and help change mental healthcare for the better.

About The Team & Role

Headway is building the infrastructure for mental healthcare to work for everyone. Our CX Workforce Management (WFM) team is the staffing engine of that operation—connecting patients, providers, and payers through a contact center that is rapidly expanding in scope and headcount.

We are looking for a highly technical Capacity Planning Lead to own the demand-and-supply modeling that drives our hiring plans, headcount strategy, and budgetary decisions with leadership.

You Will

Architect The Capacity Engine

Build and maintain a comprehensive capacity model. You will mathematically map volume mix, omnichannel routing (Chat/Email/Voice), offshore capture rates, customer escalations, the rate of cross-functional (XFN) holds, and more.

Model Agent Productivity

Transform raw agent-level workforce data into actionable intelligence. Compute ticket lifecycle metrics, validate handle time distributions and the number of interactions required to resolve an issue. Build logic to detect outlier behaviors (e.g., cherry-picking, complexity-driven variance) and support operational leaders as a data insights lighthouse using AI tools.

Own The Financial Translation

Bridge the gap between Operations and Finance. Translate Erlang C FTE requirements into a fully loaded staffing plan, actively participating in monthly Budget reconciliation meetings to explain volume and handle-time variances in dollar terms.

Drive Bpo Capacity Locks

Generate and enforce the 30-60-90 day headcount lock plans for our offshore vendor partners, holding them accountable to forecasted hiring and shrinkage targets.

Own The Staffing Plan

Compute, align, and project operational rates down to the customer’s issue-type level and market segment. Apply seasonality adjustments and project demand across monthly, quarterly, and multi-year horizons.

Translate Messy Reality Into Clean Data

Map raw ticket data through complex carrier → payer → agent specializations, handling the structural messiness of real-world insurance routing and triage misclassifications. Highly organized and with attention to details.

You’d be a great fit if…

Wfm & Queue Physics

You possess a deep understanding of capacity planning fundamentals. You know exactly how Volume, AHT, and other KPIs – like Reopen Rate – translates to required agent-minutes, and how shrinkage, attrition, occupancy, and SLA targets layer on top.

Cross-functional Influence

You don’t just forecast the weather; you help build the roof. You have a track record of taking capacity insights (e.g., "This specific billing intent is breaking our Chat concurrency") and partnering with Product and Engineering to drive automated deflection.

Data-backed Storytelling

You communicate with CX leadership and Finance using clear, opinionated, data-backed narratives–avoiding overly technical language.

Ai-augmented Execution

You have experience leveraging LLMs and AI-assisted tooling to accelerate exploratory data analysis, and iterate on models. Crucially, you possess the analytical rigor to know when to trust the AI's output and when to verify it.

Advanced SQL Fluency: You are highly comfortable in Snowflake (or similar SQL dialects), writing complex queries utilizing CTEs, window functions, and UNION ALL orchestration. You think in DAGs and data pipelines, not just spreadsheets.

Compensation And Benefits

The expected base pay range for this position is $124,100 - $146,000, based on a variety of factors including qualifications, experience, and geographic location. In addition to base salary, this role may be eligible for an equity grant, depending on the position and level.

We are committed to offering a comprehensive and competitive total rewards package, including robust health and wellness benefits, retirement savings, and meaningful ownership opportunities through equity. Compensation decisions are made holistically, ensuring fairness and alignment with market benchmarks while recognizing individual contributions and potential.

Benefits Offered Include

Equity compensation

Medical, Dental, and Vision coverage

HSA / FSA

401K

Work-from-Home Stipend

Therapy Reimbursement

16-week parental leave for eligible employees

Carrot Fertility annual reimbursement and membership

13 paid holidays each year as well as a Holiday Break during the week between December 25th and December 31st

Flexible PTO

Employee Assistance Program (EAP)

Training and professional development

We believe a team's strength is in its people, and we cannot achieve this mission without a team that reflects the diversity of this problem – across race, ethnicity, gender, sexuality, age, national origin, religion, family status, disability, military status, and experience. Headway is committed to the full inclusion of all qualified individuals. As part of this commitment, Headway will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or receive other benefits and privileges of employment, please inform the recruiter when they contact you to schedule your interview.

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A notice to Headway applicants: To protect yourself against phishing and recruitment fraud, please note that Headway only accepts applications through our official careers page at https://headway.co/careers. Headway will never refer you to external websites, ask for payment or personal information, or conduct interviews via messaging apps. All official communication will come from a @findheadway.com email address. If you are contacted by someone claiming to be from Headway via an unofficial channel, please do not share any information and report it as spam.