Capacity Management Advisor

Saint Luke's North Hospital; Kansas City, Beloit (MO, WI); On-site; USD 120,000 - 170,000; Full time

Job summary

Saint Luke's North Hospital is seeking a Capacity Management Advisor to lead ambulatory access initiatives and optimize provider scheduling across service lines. You will partner with executives and clinical leaders to design templates, assess capacity, and implement data-informed improvements that enhance patient throughput and experience.

Responsibilities include evaluating self-scheduling processes, expanding Epic-based tools, and developing governance for scheduling integrity while aligning

Qualifications

• 5+ years of progressive experience in healthcare operations, ambulatory access, capacity management, or healthcare analytics.
• Experience leading cross-functional teams and presenting insights to leadership.
• Experience designing or supporting digital patient access solutions such as self-scheduling or portal scheduling workflows.

Responsibilities

• Lead ambulatory access and capacity management initiatives across multi-specialty service lines.
• Partner with executives, clinical leaders, and IT to optimize templates, auto-search in Epic, and scheduling workflows.
• Evaluate clinical appropriateness, access impact, and readiness for expanding self-scheduling capabilities.
• Develop governance and decision frameworks balancing patient convenience with clinical safety.
• Analyze access and scheduling data to identify trends and opportunities for optimization.

Skills

Healthcare analytics

Ambulatory access

Capacity management

Cross-functional leadership

Data-driven decisions

Education

Master’s degree in healthcare administration

Bachelor’s degree in a related field

Tools

Epic

Job description

Job Description

Capacity Management Advisor

Lead specialty specific initiatives to optimize patient access, ambulatory capacity, and provider schedule utilization across multiple service lines. Serve as a strategic partner and access expert in operational, clinical, and executive leadership to improve access performance in alignment with division-specific and organizational board-level access goals.

The Advisor drives data-informed decision-making and access innovations through the development of specialty specific digital access strategies, scheduling workflow optimization and decision tree design, testing of build and ongoing optimization throughout programmatic growth and changes by improving patient throughput, and scheduling accuracy, efficiency, and effectiveness. This role enhances both patient and provider experience while supporting sustainable access and capacity management across ambulatory and radiology services.

Key Responsibilities

• Partner with administrator and operational leaders, specialty Medical Directors, operational directors, clinic managers, and IT teams to design and optimize provider templates, auto-search functionality in Epic, scheduling decision trees and patient self-scheduling workflows
• Work in tandem with operational and clinical leadership partners in ambulatory and ancillary practices to ask clarifying questions to understand the WHY to get to root cause of what the provider or practice wants to accomplish from the providers template. Ensuring that provider templates are aligned with specialty specific access expectations
• Evaluate clinical appropriateness, access impact, and operational readiness for expansion of self-scheduling capabilities
• Continuously evaluate the expansion of self-scheduling capabilities and implementing new Epic technology
• Develop governance and decision frameworks that balance patient convenience with clinical safety and scheduling integrity
• Analyze complex access, capacity, and scheduling data to identify trends, performance gaps, and opportunities for specialty specific optimization
• Develop and present data-driven insights and recommendations to operational, clinical, and executive leaders to support decision-making

Demonstrated understanding of how provider template design influences access to care and overall capacity, including effective template strategy (session limits, held time, and unavailable time) and ensuring alignment with Specialty Specific Access Expectations.

Continuously monitor scheduling pathway performance, including decision trees and self-scheduling logic, and recommend targeted refinements to improve appointment accuracy, reduce leakage and rework, optimize capacity utilization, and enhance the patient experience.

KPI

Major Capacity Management Project Completion Rate

Definition

Measures the organization's ability to deliver planned, enterprise-priority Access initiatives on time and within approved scope to support strategic access, capacity, and patient experience objectives.

Metric

Percentage of approved Major Access Projects completed within the fiscal year, meeting defined scope, timeline, and success criteria.

Formula

(Number of Major Access Projects completed on time and within scope ÷ Total number of approved Major Access Projects for the year) × 100

Target

≥85-90% of 4-8 Major Access Projects completed annual

Success Criteria

• Project delivered by agreed milestone or fiscal year-end
• Scope objectives achieved and validated by executive sponsor
• Operational handoff completed
• KPI impact defined or realized
• No unresolved high-risk issues impacting Access performance

Preferred Qualifications

• Experience leading ambulatory access or capacity management/scheduling initiatives in a multi-specialty environment
• Experience presenting operational performance insights to leadership
• Experience aligning operational initiatives with enterprise or board-level performance goals
• Experience designing or supporting digital patient access solutions such as patient self- scheduling, online scheduling tools, or patient portal scheduling workflows preferred
• Master's degree in healthcare administration, informatics, business, or related field preferred

Required Qualifications

• Five (5) years of progressive experience in healthcare operations, ambulatory access, capacity management, or healthcare analytics, including experience leading complex operational improvement initiatives
• Demonstrated experience influencing operational, clinical, or physician leadership and driving cross-functional change
• Experience leading projects or initiatives that impact patient access, workflow design, or performance outcomes
• Strong analytical skills with experience using data to identify trends, performance gaps, and improvement opportunities
• Bachelor's degree in healthcare, business, informatics, or a related field OR equivalent combination of education and experience

(Optional) Epic Cadenc