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