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Master Scheduler

4 months ago

Philadelphia, United States Children's Hospital of Philadelphia Full time

SHIFT:
Day (United States of America)

Seeking Breakthrough Makers

The ideal candidate would be someone with excellent problem-solving skills and a strong scheduler and calendar management background

Children's Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.

At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care-and your career.

CHOP's Commitment to Diversity, Equity, and Inclusion

CHOP is committed to building an inclusive culture where employees feel a sense of belonging, connection, and community within their workplace. We are a team dedicated to fostering an environment that allows for all to be their authentic selves. We are focused on attracting, cultivating, and retaining diverse talent who can help us deliver on our mission to be a world leader in the advancement of healthcare for children.

We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview
The Master Scheduler is responsible for partnering with the Physician Practice Manager to monitor and assess outpatient access and flow of the clinic area. This can include working with different levels of the division, and beyond, to ensure patient/family needs are met while they receive care from the outpatient team. The position includes close collaboration and communication with The Children's Hospital of Philadelphia's Access Center.

What you will do

Create and maintain clinical schedule in Qgenda.

Utilize the QGenda system to create a clinical schedule for providers (MD, APP, Fellows) based on provider availability, clinical space, and patient access needs.

Track provider vacation and CME day utilization.

Partner with Practice Business and Operations Manager and Medical Directors in the Division to ensure appropriate staffing for 30 clinical services (inpatient, outpatient, and on-call services).

Review schedule on routine basis to ensure appropriate coverage for all services across Division.

Collaborate with providers and leadership to adjust the clinical schedule as needed throughout the year while maintaining equity and access.

Oversee the Room Assignment Management system in Qgenda to confirm rooms are available at various satellites to support our outpatient presence.

Communicate with other clinical staff, providers to ensure updates and information is shared with all relevant parties.

Collaborate with other teams at CHOP and teams external to CHOP about changes to their schedules.

Confirm providers are all achieving their target clinical volumes monthly.

Routine meetings with the QGenda staff to ensure best practices are being utilized in our schedule build.

Meet with divisional leadership monthly to discuss existing processes and troubleshoot.

Collaborate in the training of other staff regarding improved processes and procedures.

Oversee, manage, and maintain complex outpatient schedules for all Adolescent Medicine providers.

Consistently review and analyze the patient schedules to ensure all available slots are filled.

Communicate with other scheduling staff to ensure they have the information needed to fill slots.

Serve as master EPIC template builder for the outpatient clinic schedules.

Adjust EPIC to reflect clinical personnel's vacations, conference time and time on-service by accurately booking out staff for absences and adjust schedules as necessary.

Collaborate with the Practice Operations Manager on best practices regarding Epic templates.

Submit attending time away request report to the Department of Pediatrics

Manage the clinic grid ensuring that is it accurate and up to date weekly.

Assist with the compilation of the division consult schedule.

Procure coverage for NPs in clinic (when provider has submitted time away)

Acts as liaison between outpatient staff and divisional administration as needed.

Process Improvement

Use the CHOP improvement framework to assess existing processes, define and diagnosis issues, implement and assess tests of change and facilitate improvement.

Participate in independent project work and attend meetings that relate to access and flow in outpatient clinic.

Use available reporting systems and tools to assess, track and analyze data as requested such as open slots.

Review weekly reports to ensure new patients are scheduled appropriately and that schedules are full.

Collect and collate data regarding fill rate, 3rd next available and other relevant collection and analysis that will ensure the success of clinic.

Design reports to analyze access and flow in outpatient clinic to ensure efficiency.

Use the CHOP improvement framework to assess existing processes, define and diagnosis issues, implement and assess tests of change and facilitate improvement.

Attend staff and divisional meetings as requested.

Complete other duties as assigned.

Education Qualifications

  • High School Diploma / GED Required
  • Bachelor's Degree Preferred
Experience Qualifications
  • At least five (5) years relevant work experience in a health care setting Required
  • Experience with database maintenance Preferred
  • Advanced QGenda experience Preferred.
Skills and Abilities
  • Strong computer skills (experience with computerized scheduling and an electronic medical record strongly preferred).
  • Strong communication skills. Ability to clearly communicate with patients, families and providers.
  • Strong collaboration and teamwork skills.
  • Ability to handle multiple tasks and provide accurate information within the correct timeframe.
  • Ability to handle confidential materials and matters.
  • Strong organizational skills and attention to detail.
  • Ability to diffuse upset callers and/or families in the clinical setting and resolve conflict appropriately.
  • Ability to interact professionally in complex and sometimes emotionally charged situations.
  • Ability to function efficiently and professionally with minimal supervision.
  • Ability to quickly learn new procedures.
  • Proficient in Microsoft Word and Excel.


To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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