Coordinator, Clinical Scheduling (Remote)

Position Requirements

RESPONSIBILITIES

Scheduling & Coverage Management

• Develop, manage, and maintain clinical schedules, including daily, weekly, monthly, and on-call schedules, across multiple facilities.
• Track and manage PTO, LOA, locum, and per diem provider assignments, ensuring appropriate coverage and alignment with operational needs and contractual obligations.
• Adjust schedules in real time to address emergent coverage needs, collaborating closely with Chief Anesthesiologists and operational leadership.
• Serve as an escalation point for scheduling conflicts, coverage gaps, and provider scheduling concerns.
• Ensure adherence to QGenda scheduling standards, system accuracy, scheduling rules, and provider compliance.
• Maintain accurate data within QGenda to support scheduling, timekeeping, payroll, and operational reporting requirements.
• Perform ongoing schedule audits and data validation to identify and resolve discrepancies before they impact clinical operations or payroll.

QGenda AI Scheduling, Optimization & Administration

• Serve as the subject matter resource for QGenda scheduling and AI-powered optimization capabilities.
• Configure, run, review, and manage the QGenda schedule optimizer to generate efficient schedules that balance clinical coverage requirements, provider availability, scheduling rules, contractual obligations, and operational needs.
• Collaborate closely with Chief Clinicians and clinical leadership to establish and maintain scheduling rules, preferences, priorities, and constraints used by the QGenda optimizer.
• Review optimizer results with clinical leadership, identify exceptions or conflicts, and make appropriate adjustments prior to schedule publication.
• Continuously evaluate optimizer performance and refine scheduling rules and configurations to improve schedule quality, fairness, efficiency, and provider satisfaction.
• Perform ongoing maintenance of QGenda, including provider profiles, scheduling rules, assignments, templates, locations, availability, and other system configurations.
• Design, implement, and maintain QGenda scheduling automations to reduce manual scheduling activities, improve workflow efficiency, and increase schedule accuracy.
• Identify opportunities to expand automation and optimization within QGenda based on operational needs and recurring scheduling workflows.
• Monitor QGenda adoption and utilization, including provider and leadership usage, scheduling activity, optimizer usage, and compliance with established workflows.
• Identify system, process, or adoption issues and collaborate with clinical and operational leadership to develop corrective actions and workflow improvements.
• Support QGenda system enhancements, testing, implementation, and process changes as scheduling needs evolve.
• Serve as a resource to providers and leadership regarding QGenda functionality, scheduling workflows, and best system practices.

Timekeeping & Payroll Support

• Review, reconcile, and approve all provider time punches within QGenda, ensuring timekeeping records accurately reflect worked hours, assignments, and approved time away.
• Research and resolve discrepancies between scheduled assignments, actual time worked, time punches, PTO, and other provider timekeeping records.
• Review and escalate payroll issues related to clinical provider hours, PTO, locum coverage, and other compensation-related scheduling activity.
• Collaborate with service delivery, payroll, clinical leadership, and other stakeholders to ensure accurate and timely timekeeping.
• Perform routine audits of timekeeping data to identify missing punches, discrepancies, exceptions, or trends requiring follow-up.
• Support operational reporting needs, including schedule metrics, provider utilization, staffing trends and timekeeping accuracy.

Leadership, Collaboration & Communication

• Maintain open and proactive communication with providers, Clinical Chiefs, operational leadership, and hospital partners regarding scheduling and coverage.
• Partner with clinical leadership to continuously improve scheduling processes, QGenda configurations, optimization strategies, and provider scheduling experience.
• Translate clinical and operational scheduling requirements into effective QGenda rules, workflows, and automations.
• Foster collaborative relationships with clinical staff and operational partners to support scheduling efficiency, provider satisfaction, and reliable clinical coverage.

REQUIRED QUALIFICATIONS

• Highly organized with strong attention to detail and accuracy.
• Strong problem-solving and analytical skills with the ability to adapt quickly to changing priorities.
• Effective communicator with the ability to collaborate across teams and leadership levels.
• Comfortable working in a dynamic, fast-paced healthcare environment.
• Experience with scheduling software, with QGenda strongly preferred.
• Ability to learn and manage scheduling optimization, automation, and system configuration tools.
• Proficiency with basic reporting and data analysis tools.
• Demonstrated ability to identify process improvement and automation opportunities.

Total Rewards:

Generous benefits package, including:
•    Paid Time Off
•    Health, life, vision, dental, disability, and AD&D insurance
•    Flexible Spending Accounts/Health Savings Accounts
•    401(k)
•    Leadership and professional development opportunities

EEO Statement

North American Partners in Anesthesia is an equal opportunity employer.