Epic Scheduling Optimization Specialist

CityState

Virginia Beach, VA

Work Shift

First (Days)

Overview:

Sentara health is looking for an EPIC Scheduling Optimization Specialist to join our team !

The EPIC Scheduling Optimization Specialist is responsible for the development, maintenance, optimization, and governance of provider, resource, and departmental scheduling tools within the Epic platform, including templates and decision trees. This role ensures consistency, accuracy, and operational alignment of scheduling structures across all departments, supporting access to care, productivity targets, and overall patient experience.

The Specialist collaborates closely with Ambulatory Services Division leadership, operations, project management, and IT teams to ensure standard work is developed, implemented, and sustained. The role requires strong analytical skills, Epic system expertise, and a passion for improving access operations through innovative and datadriven solutions.

Key Responsibilities

• Build, maintain, and troubleshoot Epic scheduling templates, visit types, modifiers, and decision trees.
• Support daily Epic scheduling configuration needs across ambulatory departments.
• Collaborate with clinical and operational leaders to align scheduling strategies and resolve build issues.
• Fulfill template and decision tree requests while educating users on best practices.
• Analyze scheduling data to identify trends, root causes, and recommend improvements.
• Lead provider onboardingoffboarding projects and optimize template utilization and access.
• Deliver training sessions and create user documentation (e.g., tip sheets, guides).
• Partner with IS and Epic teams to test and implement system changes.
• Use Epic reporting tools, Power BI, Excel, and Tableau for datadriven insights.
• Support onboarding efforts to ensure scheduling standards are applied consistently.
• Drive continuous improvement in scheduling build quality and turnaround times.

• Education:

  High school Diploma required

  CertificationLicensure :

  Epic Cadence Certification (must be obtained within 1 year of hire)

  Experience

  Required Experience and Skills:

  • 3 years of direct experience working with Epic scheduling templates and decision tree configurations required
  • Experience building and maintaining Epic scheduling templates, visit types, modifiers, and decision trees
  • Strong ability to troubleshoot and support Epic scheduling configuration across ambulatory settings
  • Proven collaboration with clinical and operational leaders to align scheduling strategy and resolve issues
  • Ability to analyze scheduling data to identify trends and recommend improvements
  • Skilled in conducting enduser training and creating supporting documentation
  • Proficiency in Epic reporting tools and Microsoft Excel

  • Preferred Skills:

    • Experience with provider onboardingoffboarding and automated workflow design in Epic
    • Familiarity with Power BI and Tableau for generating scheduling insights
    • Experience partnering with IS and Epic technical teams on system enhancements
    • Knowledge of Sentara’s scheduling standards or equivalent healthcare system processes
    • Background in continuous improvement efforts focused on build quality and turnaround time

    • Benefits: Caring For Your Family and Your Career
      • Medical, Dental, Vision plans
      • Adoption, Fertility and Surrogacy Reimbursement up to $10,000
      • Paid Time Off and Sick Leave
      • Paid Parental & Family Caregiver Leave
      • Emergency Backup Care
      • LongTerm, ShortTerm Disability, and Critical Illness plans
      • Life Insurance
      • 401k403B with Employer Match
      • Tuition Assistance – $5,250year and discounted educational opportunities through Guild Education
      • Student Debt Pay Down – $10,000
      • Reimbursement for certifications and free access to complete CEUs and professional development
      •Pet Insurance
      •Legal Resources Plan
      •Colleagues have the opportunity to earn an annual discretionary bonus if established system and employee eligibility criteria is met.
      Sentara Health is an equal opportunity employer and prides itself on the diversity and inclusiveness of its close to an almost 30,000member workforce. Diversity, inclusion, and belonging is a guiding principle of the organization to ensure its workforce reflects the communities it serves.
      
      In support of our mission “to improve health every day,” this is a tobaccofree environment.
      For positions that are available as remote work, Sentara Health employs associates in the following states:
      Alabama, Delaware, Florida, Georgia, Idaho, Indiana, Kansas, Louisiana, Maine, Maryland, Minnesota, Nebraska, Nevada, New Hampshire, North Carolina, North Dakota, Ohio, Oklahoma, Pennsylvania, South Carolina, South Dakota, Tennessee, Texas, Utah, Virginia, Washington, West Virginia, Wisconsin, and Wyoming.