Coordinator, Clinical Scheduling (Remote)

napaanesthesia; United States; Hybrid; USD 65,000 - 90,000; Full time

Job summary

napaanesthesia is seeking a scheduling administrator to manage calendar coverage across multiple facilities in Sunrise, FL. The role emphasizes maintaining accurate clinical schedules and on-call rotations, while aligning with contractual obligations and payroll needs.

You will work with Chief Clinicians to optimize schedules using QGenda, implement automations, and ensure data integrity. Strong organization and healthcare experience are essential for success.

Qualifications

• Highly organized with strong attention to detail and accuracy.
• Strong problem-solving and analytical skills with the ability to adapt quickly to changing priorities.
• Effective communicator with the ability to collaborate across teams and leadership levels.
• Comfortable working in a dynamic, fast-paced healthcare environment.
• Experience with scheduling software, with QGenda strongly preferred.
• Ability to learn and manage scheduling optimization, automation, and system configuration tools.
• Proficiency with basic reporting.

Responsibilities

• Schedule and manage coverage across multiple facilities, ensuring timely assignments.
• Develop, manage, and maintain clinical schedules (daily, weekly, monthly, on-call).
• Track PTO, LOA, locum, and per diem provider assignments for accurate coverage.
• Adjust schedules in real time to address emergent needs with leadership.
• Escalate scheduling conflicts and provider concerns to resolve issues.
• Ensure adherence to QGenda scheduling standards and accuracy.
• Maintain data in QGenda to support timekeeping, payroll, and reporting.
• Perform ongoing schedule audits and data validation before publishing.

Skills

Highly organized

Problem solving

Effective communicator

Healthcare scheduling

QGenda experience

Automation & optimization

Reporting

Tools

QGenda

Job description

Sunrise,FL - USA

RESPONSIBILITIES

• Scheduling & Coverage Management
• Develop, manage, and maintain clinical schedules, including daily, weekly, monthly, and on-call schedules, across multiple facilities.
• Track and manage PTO, LOA, locum, and per diem provider assignments, ensuring appropriate coverage and alignment with operational needs and contractual obligations.
• Adjust schedules in real time to address emergent coverage needs, collaborating closely with Chief Anesthesiologists and operational leadership.
• Serve as an escalation point for scheduling conflicts, coverage gaps, and provider scheduling concerns.
• Ensure adherence to QGenda scheduling standards, system accuracy, scheduling rules, and provider compliance.
• Maintain accurate data within QGenda to support scheduling, timekeeping, payroll, and operational reporting requirements.
• Perform ongoing schedule audits and data validation to identify and resolve discrepancies before they impact clinical operations or payroll.

QGenda AI Scheduling, Optimization & Administration

• Serve as the subject matter resource for QGenda scheduling and AI-powered optimization capabilities.
• Configure, run, review, and manage the QGenda schedule optimizer to generate efficient schedules that balance clinical coverage requirements, provider availability, scheduling rules, contractual obligations, and operational needs.
• Collaborate closely with Chief Clinicians and clinical leadership to establish and maintain scheduling rules, preferences, priorities, and constraints used by the QGenda optimizer.
• Review optimizer results with clinical leadership, identify exceptions or conflicts, and make appropriate adjustments prior to schedule publication.
• Continuously evaluate optimizer performance and refine scheduling rules and configurations to improve schedule quality, fairness, efficiency, and provider satisfaction.
• Perform ongoing maintenance of QGenda, including provider profiles, scheduling rules, assignments, templates, locations, availability, and other system configurations.
• Design, implement, and maintain QGenda scheduling automations to reduce manual scheduling activities, improve workflow efficiency, and increase schedule accuracy.
• Identify opportunities to expand automation and optimization within QGenda based on operational needs and recurring scheduling workflows.
• Monitor QGenda adoption and utilization, including provider and leadership usage, scheduling activity, optimizer usage, and compliance with established workflows.
• Identify system, process, or adoption issues and collaborate with clinical and operational leadership to develop corrective actions and workflow improvements.
• Support QGenda system enhancements, testing, implementation, and process changes as scheduling needs evolve.
• Serve as a resource to providers and leadership regarding QGenda functionality, scheduling workflows, and best system practices.

Timekeeping & Payroll Support

• Review, reconcile, and approve all provider time punches within QGenda, ensuring timekeeping records accurately reflect worked hours, assignments, and approved time away.
• Research and resolve discrepancies between scheduled assignments, actual time worked, time punches, PTO, and other provider timekeeping records.
• Review and escape payroll issues related to clinical provider hours, PTO, locum coverage, and other compensation-related scheduling activity.
• Collaborate with service delivery, payroll, clinical leadership, and other stakeholders to ensure accurate and timely timekeeping.
• Perform routine audits of timekeeping data to identify missing punches, discrepancies, exceptions, or trends requiring follow-up.
• Support operational reporting needs, including schedule metrics, provider utilization, staffing trends and timekeeping accuracy.

Leadership, Collaboration & Communication

• Maintain open and proactive communication with providers, Clinical Chiefs, operational leadership, and hospital partners regarding scheduling and coverage.
• Partner with clinical leadership to continuously improve scheduling processes, QGenda configurations, optimization strategies, and provider scheduling experience.
• Translate clinical and operational scheduling requirements into effective QGenda rules, workflows, and automations.
• Foster collaborative relationships with clinical staff and operational partners to support scheduling efficiency, provider satisfaction, and reliable clinical coverage.

REQUIRED QUALIFICATIONS

• Highly organized with strong attention to detail and accuracy.
• Strong problem-solving and analytical skills with the ability to adapt quickly to changing priorities.
• Effective communicator with the ability to collaborate across teams and leadership levels.
• Comfortable working in a dynamic, fast-paced healthcare environment.
• Experience with scheduling software, with QGenda strongly preferred.
• Ability to learn and manage scheduling optimization, automation, and system configuration tools.
• Proficiency with basic reporti