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

The  Senior EPIC Scheduling Optimization Specialist is responsible for the strategic design, optimization, and maintenance of Epic scheduling templates, guided scheduling decision trees, visit types, modifiers, and slot configurations across the Ambulatory Service Division. This role plays a critical part in improving scheduling workflows, enhancing patient access, and maximizing provider capacity utilization. The specialist collaborates closely with operational and clinical leaders to drive improvements aligned with enterprise-wide access and capacity targets.

This position functions as a subject matter expert and project lead, managing complex scheduling-related initiatives and contributing to system-wide transformation efforts. The ideal candidate demonstrates a deep understanding of Epic Cadence, advanced data analysis skills, and the ability to translate operational needs into sustainable solutions. 
 
Key Responsibilities 
 

  • Design, build, maintain, and modify Epic scheduling templates, visit types, modifiers, and decision trees based on best practices and operational standards. 
  • Provide day-to-day support and troubleshooting for Epic scheduling configuration requests across ambulatory departments. 
  • Serve as a key liaison to service line and department leaders to address scheduling needs, align build strategies, and resolve configuration issues. 
  • Ensure timely and accurate fulfillment of template and decision tree requests while educating end users on usage and best practices. 
  • Partner with operations to evaluate and optimize template utilization, appointment lag, and access performance through data-informed recommendations. 
  • Analyze provider and location-specific scheduling data to identify variances, uncover root causes, and recommend corrective actions. 
  • Lead and manage scheduling-related projects, including new provider onboarding (template design, decision tree alignment, automated workflows) and provider offboarding (template and system deactivation). 
  • Conduct one-on-one and group training sessions on template and decision tree maintenance; develop supporting documentation such as tip sheets and quick reference guides. 
  • Collaborate with Information Services (IS) and Epic technical teams to test and implement system enhancements and configuration changes. 
  • Leverage Epic reporting tools, Power BI, Excel, and Tableau to produce actionable insights and monitor outcomes of scheduling optimization efforts. 
  • Collaborates with ASD onboarding to ensure consistent application of Sentara’s scheduling standards and operational checklists. 
  • Champion continuous improvement efforts to enhance scheduling build quality, standardization, and request turnaround times. 

Education

      BLD – Bachelor's Level Degree required

Certification/Licensure

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

Experience

Required Experience and Skills:

  • Proven experience with Epic scheduling build and configuration, including templates, visit types, modifiers, and decision trees.
  • Strong understanding of ambulatory operations and scheduling best practices.
  • Ability to provide day-to-day support and troubleshooting for Epic scheduling requests.
  • Demonstrated ability to collaborate with clinical and operational leaders to align scheduling strategies and resolve issues.
  • Skilled in analyzing scheduling data to identify trends, variances, and areas for improvement.
  • Experience conducting training sessions and developing user documentation (e.g., tip sheets, guides).
  • Proficient in Microsoft Excel and Epic reporting tools.
  • Ability to lead projects such as new provider onboarding and offboarding (including workflow automation and system configuration).

Preferred Experience and Skills:

  • Experience working with Power BI and Tableau to generate insights and measure scheduling outcomes.
  • Familiarity with Sentara’s operational checklists and standards or similar healthcare system standards.
  • Experience collaborating with Information Services (IS) and Epic teams for testing and implementing system enhancements.
  • Background in supporting continuous improvement initiatives, especially related to standardization and turnaround time optimization.
  • Exposure to provider-specific scheduling analytics and appointment lag assessments.

Keywords: Cadence, Epic , Decsion tree

Sentara Health, an integrated, not-for-profit health care delivery system, celebrates more than 135 years in pursuit of its mission – “we improve health every day.” Sentara is one of the largest health systems in the U.S. Mid-Atlantic and Southeast, and among the top 20 largest not-for-profit integrated health systems in the country, with 34,000 employees, 12 hospitals in Virginia and Northeastern North Carolina including 10 hospitals with the prestigious Magnet® recognition, and the Sentara Health Plans division which serves more than 1 million members in Virginia and Florida. Sentara is recognized nationally for clinical quality and safety, and is strategically focused on innovation and creating an extraordinary health care experience for our patients and members. Sentara was named a Health Quality Innovator of the Year (2024), was recognized by Forbes as “America’s Best-In-State Employer” (2024), “Best Employer for Veterans” (2022, 2023), and “Best Employer for Women” (2020), and named to IBM Watson Health’s “Top 15 Health Systems” (2021, 2018).

Learn more

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A woman smiling as a healthcare worker helps her with arm exercises in a bright, sunlit room.
A woman smiling as a healthcare worker helps her with arm exercises in a bright, sunlit room.

Our Culture

At Sentara, our differences are our strengths. The unique backgrounds, skills, and experiences that each Sentara colleague brings to work make Sentara special and allow us to deliver excellent service and care to our patients, members, and communities.

Our Benefits

We are committed to consistently enhancing our training, advancement tracks, work-life benefits, and more. Our goal is to make you feel more excited to be here every day!

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Two female doctors in lab coats smiling and chatting in a hospital hallway.
Two female doctors in lab coats smiling and chatting in a hospital hallway.
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Two nurses in scrubs smiling and chatting during a break, one holding a coffee cup in a bright hospital setting.

The Sentara Nursing Experience

Making a meaningful impact on health requires compassion, dedication, continuous learning, teamwork and collaboration. At Sentara, we also recognize that in valuing the professional and personal well-being of our nurses, we build a stronger, more supportive workplace for our nurses. And that’s making us healthier from the inside out. These principles unite our nurses across various roles and locations.

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The Sentara Clinical Experience

No matter where you choose to join us, in an inpatient or outpatient setting, you will be part of an interdisciplinary Clinical team passionate about quality care and patient safety. You will have access to the tools and technologies you need to succeed and the chance to learn and grow through training and educational programs so you can advance your career as a Clinical professional.

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The Sentara Support Services Experience

Each day, the Sentara Support Services team helps improve healthcare at more than 300 Virginia and Northeastern North Carolina sites. We perform various patient care activities, provide multiple services, and handle administrative functions that support our patients and their families. These vital functions include assisting the medical team in all aspects of medical care, such as treatments, procedures, and diagnostic and laboratory testing.

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The Medical Group Experience

As part of Sentara Health, Sentara Medical Group providers have diverse opportunities across regions and inpatient and outpatient locations. For those providers based in one of 12 hospitals, we have close working relationships with the administration, ensuring a collegial and collaborative environment where all can come together around shared initiatives.

Guided by a dedicated board of providers, Sentara Medical Group not only offers leadership opportunities for its providers but also underscores the group’s crucial role in fulfilling Sentara’s overarching mission to meet the needs of our diverse patient populations, some of our most vulnerable communities. Our physicians and APPs enjoy opportunities for both personal and professional career growth through a network of resources aimed to cultivate an environment suitable for a lifelong career home.

Your Perspective Matters

Nurses are the heartbeat of our exceptional team. Our approach empowers nurses to actively participate in decision-making. Our nurses have a stake in shaping their workplace as well as their own career growth; one of the benefits of our focus on supporting and valuing team members. This framework encompasses our nursing mission, vision, values, philosophy, and the essential elements of our Professional Practice Model.

This image illustrates the Sentara Nursing Professional Practice Model. Read more about it on The Sentara Nurse Experience page.

Visual representation of the Sentara Nursing Professional Practice Model.

Our Award-Winning Care

Forbes 2024 America's Best-In-State Employers. Powered by Statista
Forbes 2023 The Best Employers for Veterans. Powered by Statista.
Virginia Values Veterans. Official V3 Certified Company
America's Greatest Workplaces for Women 2025. Newsweek. Plant-A Insights Group
2024 Health Quality Innovator of the Year
2024 LGBTQ+ Healthcare Equality High Performer. Human Rights Campaign. Healthcare Equality Index.
Magnet Recognized. American Nurses Credentialing Center.

We Are an Equal Opportunity Employer

Sentara Health is an Equal Opportunity Employer committed to the hiring, advancement, and fair treatment of every individual. Sentara and its affiliates do not discriminate against any individual or group of individuals on the basis of race, color, religion, ancestry, national origin, marital status, age, sex, sexual orientation, gender identity or expression, genetic information, physical or mental disability, pregnancy, medical condition, veteran status or any other legally protected characteristics.

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We Are an Equal Opportunity Employer

Sentara Health is an Equal Opportunity Employer committed to the hiring, advancement, and fair treatment of every individual. Sentara and its affiliates do not discriminate against any individual or group of individuals on the basis of race, color, religion, ancestry, national origin, marital status, age, sex, sexual orientation, gender identity or expression, genetic information, physical or mental disability, pregnancy, medical condition, veteran status or any other legally protected characteristics.

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