Master Scheduler

About the job Master Scheduler

Wecare Medical Specialty Group is a leading multi-specialty healthcare provider dedicated to delivering compassionate, high-quality, and patient-centered care. We are committed to staying at the forefront of medical advancements and ensuring our practices align with the highest standards of operational excellence. Our team thrives in a collaborative and supportive environment, driven by a shared mission to improve the health and well-being of the communities we serve.

Position Summary

Wecare Medical Specialty Group is seeking an exceptionally organized, proactive, and detail-oriented Master Scheduler to join our dynamic operations team. The Master Scheduler will be responsible for the development, maintenance, and optimization of complex schedules for our physicians, clinicians, and potentially other healthcare resources across various specialties and locations. This role is crucial for ensuring efficient patient flow, maximizing resource utilization, and supporting our providers in delivering timely care. The ideal candidate will possess strong analytical skills, excellent problem-solving abilities, and experience with sophisticated scheduling systems, preferably within a healthcare setting.

Key Responsibilities

Master Schedule Development & Maintenance:

Design, implement, and manage master schedules for physicians, advanced practice providers, and other clinical staff, considering provider preferences, availability, patient demand, and contractual obligations.

Coordinate with department heads, practice managers, physicians, and administrative staff to gather scheduling requirements, constraints, and preferences.

Ensure schedules align with operational goals, patient access targets, and regulatory compliance (e.g., work hour limitations).

Scheduling Optimization & Analysis:

Continuously analyze scheduling patterns, patient volumes, and resource allocation to identify opportunities for improved efficiency, reduced wait times, and enhanced provider productivity.

Utilize scheduling software and data analytics tools to forecast demand, model different scheduling scenarios, and implement optimal solutions.

Develop and report on key scheduling metrics and performance indicators.

Daily & Ad-hoc Schedule Management:

Manage daily schedule adjustments, including accommodating urgent requests, managing cancellations, and reallocating resources due to unforeseen circumstances (e.g., provider illness).

Coordinate and manage on-call schedules, ensuring adequate coverage at all times.

Serve as the primary point of contact for all master scheduling inquiries and issues.

System & Process Management:

Become a super-user and subject matter expert for the organization's scheduling software/system.

Assist in the development, documentation, and implementation of standardized scheduling policies and procedures.

Provide training and support to staff on scheduling protocols and software usage.

Communication & Collaboration:

Effectively communicate schedule information, changes, and updates to all relevant stakeholders in a timely and clear manner.

Collaborate closely with clinical teams, administrative staff, billing, and IT to ensure seamless scheduling operations.

Participate in operational meetings and contribute to strategic planning related to scheduling and patient access.

Qualifications

Education:

Associate's or Bachelors degree in Healthcare Administration, Business Administration, Operations Management, or a related field is preferred.

Equivalent combination of education and extensive relevant experience will be considered.

Experience:

Minimum of 3-5 years of experience in complex scheduling, preferably as a Master Scheduler or in a similar capacity within a multi-provider healthcare setting (e.g., hospital, large clinic group, academic medical center).

Demonstrable experience with advanced scheduling software (e.g., Epic, Cerner, QGenda, Amion, or similar enterprise-level systems).

Proven ability to manage and optimize intricate scheduling matrices for a large number of providers and variables.

Skills & Knowledge:

Exceptional organizational and time-management skills with a meticulous attention to detail.

Strong analytical and problem-solving abilities, with a data-driven approach to decision-making.

Excellent interpersonal and communication skills (both written and verbal), with the ability to interact professionally and effectively with physicians, staff, and management.

Proficiency in Microsoft Office Suite (Word, Excel advanced skills highly desirable, PowerPoint, Outlook).

Ability to work independently, prioritize tasks, and manage multiple complex projects simultaneously in a fast-paced, remote environment.

High degree of adaptability and resilience in handling frequent changes and urgent requests.

Understanding of healthcare operations, patient flow, and provider scheduling best practices.

Familiarity with medical terminology is a plus.

Work Authorization Requirements

Candidates must be legally authorized to work in the United States.

U.S. Citizenship or a valid U.S. Permanent Resident Card (Green Card) is required for this position.