EP Capacity Management Manager

University of Rochester; Greendale (WI); On-site; USD 61,000 - 85,000; Full time

Job summary

University of Rochester is seeking an experienced scheduling specialist to manage EPIC/EHR scheduling, provider capacity, and ambulatory to laboratory workflows within the Electrophysiology program. You will optimize templates, monitor capacity, and collaborate with leadership to improve access and efficiency.

The role requires Epic/Cupid expertise, strong organizational skills, and the ability to work with multidisciplinary teams to support throughput and patient access in a dynamic clinical

Qualifications

• Associate’s degree with 2 years of relevant experience or equivalent combination.
• Experience with Epic scheduling templates and capacity management preferred.
• Epic/Cupid scheduling knowledge and ability to optimize provider schedules.

Responsibilities

• Designs, maintains, and optimizes Epic scheduling templates for physicians, APPs, and fellows, focusing on EP/Cath lab.
• Manages provider time allocation across ambulatory, procedural, inpatient, and other duties using templates.
• Monitors scheduling blocks, gaps, and capacity; coordinates adjustments with teams.
• Attends meetings with leadership to address template issues and enterprise-wide solutions.
• Identifies scheduling conflicts and capacity gaps to minimize disruption to patient access.
• Coordinates EHR template changes through change-management processes.
• Maintains standardized scheduling practices per department requirements.
• Monitors access, utilization, and throughput using Epic/Cupid data; suggests improvements.
• Collaborates with analysts and leadership on workflow improvements and reporting.

Skills

EHR scheduling

Epic Scheduling

Cupid

QGenda

Templates management

Scheduling analytics

Communication

Collaboration

Education

Associate’s degree or equivalent combination of education and experience

Tools

Epic

Cupid

QGenda

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

2400 Clinton Ave S Bldg G, Brighton, New York, United States of America, 14618

Opening

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500233 CVSL Outpatient ACG & CC

Work Shift:

UR - Day (United States of America)

Range:

UR URG 110

Compensation Range:

$61,000.00 - $85,400.00

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities

Under the general direction of Cardiology and Electrophysiology leadership, manages Electronic Health Record (EHR) scheduling, provider capacity, and operational workflows for the Electrophysiology program with significant latitude for the exercise of independent judgment.

Serves as a primary EHR and capacity resource supporting EP physicians, Advanced Practice Providers, and fellows across ambulatory and procedural settings. Partners with providers, leadership, EHR analysts, and operational teams to optimize provider schedules, patient access, and procedural capacity through effective use of Epic/Cupid, operational data, and standardized workflows.

ESSENTIAL FUNCTIONS Provider Scheduling & EHR Management

• Designs, maintains, and optimizes Epic scheduling templates for physicians, Advanced Practice Providers, and fellows, with an initial focus on Electrophysiology and EP/Cath lab.
• Manages provider time allocation across ambulatory, procedural, inpatient/service, and other clinical responsibilities, by maintaining QGenda and EPIC templates.
• Monitors procedural blocks, release practices, scheduling gaps, and open capacity and coordinates adjustments as needed.
• Attends monthly and weekly meetings with leadership to actively manage and adjust issues with templates or filling of clinic or lab slots. Participates in collaboration with Nursing/ Administration for enterprise-wide solutions.
• Identifies and resolves provider scheduling conflicts and capacity gaps to minimize disruption to patient access and operations.
• Coordinates EHR template and scheduling changes through established change-management and ticketing processes.
• Maintains standardized scheduling practices consistent with departmental and organizational requirements.

Lab Capacity Management

• Manages Epic/Cupid procedural scheduling and provider allocation to maximize appropriate utilization of available EP/Cath lab capacity.
• Aligns physician and Advanced Practice Provider availability with procedural demand and available lab rooms.
• Identifies opportunities to use available MD and APP resources to support additional procedural capacity and improve patient access.
• Collaborates with leadership, providers, nursing, and operational teams to resolve barriers affecting lab utilization and procedural throughput.
• Supports short- and long-term procedural capacity planning based on provider availability, demand, and program growth.

On-Call & Service Scheduling

• Develops and maintains attending on-call and service schedules.
• Coordinates coverage changes related to vacation, CME, leave, schedule changes, and provider availability.
• Identifies coverage gaps and works with providers and leadership to maintain appropriate service coverage and schedule continuity.
• Maintains accurate and timely schedule information in designated scheduling systems and communicates approved changes to appropriate stakeholders.

Practice Operations

• Attends monthly and weekly meetings with Ambulatory leadership to actively manage and adjust issues with templates or filling of clinic slots. Participates in collaboration with Nursing/Administration for Enterprise-wide solutions and best workflows.
• Demonstrates skill in resolving difficult administrative and logistical concerns to increase patient relations and retain patients within the practice. Implements procedures for enhancing levels of service and quality, enforces medical office policies and procedures, develops guidelines for prioritizing and assigning work activities, evaluating effectiveness, and modifying process as necessary, establishes and maintains efficient and responsive patient flow system.
• Works with Providers on scheduling conflicts and issues to resolve to create a highly functional Provider Practice which includes a Doctor of the Day and urgent throughput along with normally scheduled patient volume and inpatient services.

Access, Analytics & Performance

• Monitors Epic/Cupid data related to access, provider utilization, clinic sessions, procedural blocks, and throughput.
• Analyzes trends and identifies opportunities to improve patient access, scheduling efficiency, and utilization.
• Provides operational data and recommendations to Cardiology and Electrophysiology leadership to support decision‑making and performance goals.

EHR Workflow & Systems Improvement

• Collaborates with EHR analysts and operational stakeholders to implement and sustain approved workflow and system improvements.
• Supports standardization of EHR scheduling tools and workflows across Electrophysiology & Lab operations.
• Serves as a subject‑matter resource for complex EHR scheduling, access, and capacity issues.

Other Duties as Assigned

• Performs additional duties as assigned to support departmental operations and organizational priorities.

MINIMUM EDUCATION & EXPERIENCE

• Associate’s degree and 2 years of relevant experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Electronic Health Record (EHR) skills with demonstrated ability to learn and utilize scheduling, template, and reporting applications preferred.
• Knowledge of healthcare operations, provider scheduling, patient access, and capacity management preferred.
• Ability to analyze operational and utilization data, identify trends, and develop recommendations preferred.
• Strong organizational, critical‑thinking, communication, and collaboration skills. Microsoft Office skills preferred.

LICENSES AND CERTIFICATIONS

• EPIC - EPIC Certification within 1 year required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status,or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non‑discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.