Scheduling Coordinator (skillfully manage provider schedules)

Scheduling Coordinator

This position is fully in-person. No remote. No hybrid. Please consider before applying.

IEP values work-life balance. We offer an extensive benefit package including high deductible, HSA-eligible health plans. We offer an average of 7-8 paid company holidays each year. Additionally, we provide paid vacation time, profit-sharing (must achieve milestones to be eligible), a new company-issued laptop, a personal workspace with communal amenities, consideration for a possible annual bonus starting in the first year of hire (bonus not guaranteed), and more!

We are Independent Emergency Physicians, or IEP, a local, physician-owned multi-specialty practice group that is deeply ingrained in the community. With a commitment to excellence in patient care and a dedication to fostering strong connections with our employees, communities, and partners, we pride ourselves on delivering high-quality healthcare services across multiple specialties and in multiple settings.

Position Summary

The Scheduling Coordinator is responsible, at the direction of the Scheduling Manager, for developing and maintaining the monthly work schedules of Physicians and Advanced Practice Practitioner (PA/NP) schedules across multiple Emergency Departments and Urgent Care Centers.

The ideal candidate is comfortable working with Physicians, Advanced Practice Providers and other Medical Professionals; has an attitude of people-first service recognizing that we take care of our providers who deliver 24/7 medical care to the communities we serve; and is comfortable working as a member of a small corporate office team.

Responsibilities/Essential Functions

• Utilizes ShiftAdmin (scheduling) software to manage providers’ monthly availability and compose schedules in a timely and accurate manner.
• Respond to scheduling requests and work to resolve them in a timely and professional manner. Be comfortable confidently upholding scheduling policies and speaking with providers about their schedules/scheduling requests
• Identify complicating factors that create scheduling issues and proactively develop resolutions for these issues.
• Responsible for running data analytics and reports on key schedule metrics.
• Maintains compliance with scheduling policy, proper recording of hours worked and analysis/tracking of annual hourly requirements on a month by month basis.
• Responds to emergent call-ins using appropriate channels and working with site leads when necessary.
• Participates as a team member demonstrated by utilizing proper chain of command and

communicating effectively with providers and co-workers.

• Occasionally assisting with answering incoming calls and routing calls as appropriate or relaying messages to the appropriate party. Responsible for handling and/or completing appropriate messages or phone calls.

Daily Workflow and Responsibility

Communication and Core Compliance (40%)

• Review and respond to emails from clinical providers regarding schedule changes, questions, holiday trades, future planning, etc.
• Uphold scheduling policies and correspond with Scheduling Manager and Program Managers when exceptions are requested
• Monitor credentialing timelines with Credentialing Specialist to ensure providers start on time, voice concerns when providers are off track so credentialing can get back on track
• Monitor and Deploy routine and emergency outreach to secure coverage for open shifts, communicate with leadership to develop call coverage plans.

Algorithmic Schedule Optimization (30%)

• Configure Scheduling algorithm, modifying advanced schedule settings for clinical groups and individuals
• Adjust provider rule matrices to balance provider preferences with necessary facility coverage
• Complete Schedule Audits on schedules generated by the algorithm to ensure schedules subscribe to rules

Data Analytics and Metric Tracking (30%)

• Monitor tracking spreadsheets in Excel and Google Sheets to analyze worked hours, weekend assignments, etc.
• Calculate prorated contractual obligations to ensure all active clinicians meet their minimum contractual agreements.
• Analyze weekend distribution data to verify fair shift allocation

Participate in cross-functional meetings to align team operations, credentialing updates, and key business priorities. (10%)

Qualifications