Senior EPIC Optimization Specialist

Sentara Health; United States; Remote; USD 120,000 - 160,000; Full time

Benefits offered by this job

Medical, Dental, Vision plans

401k with Employer Match

Paid Time Off and Sick Leave

Paid Parental & Family Caregiver Leave

Tuition Assistance

Job summary

Sentara Health seeks a Senior EPIC Scheduling Optimization Specialist to lead the design, optimization, and maintenance of Epic scheduling templates and decision trees across ambulatory services. This role improves access and provider capacity, partnering with clinical and operational leaders to drive enterprise-wide improvements.

The ideal candidate will demonstrate Epic Cadence expertise, advanced data analysis, and the ability to translate operational needs into sustainable solutions,

Qualifications

• Proven experience with Epic scheduling build and configuration, including templates 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.
• Ability to collaborate with clinical and operational leaders to align scheduling strategies.
• Skilled in analyzing scheduling data to identify trends and variances.
• Experience conducting training and developing user documentation.
• Proficient in Microsoft Excel and Epic reporting tools.
• Ability to lead onboarding/offboarding projects including automation and configuration.

Responsibilities

• Design, build, maintain, and modify Epic scheduling templates, visit types, modifiers, and decision trees.
• Provide day-to-day support for Epic scheduling configuration requests across ambulatory departments.
• Collaborate with service line and department leaders to address scheduling needs and resolve issues.
• Ensure timely and accurate fulfillment of requests while educating end users on usage.
• Partner with operations to evaluate template utilization and access performance via data-informed recommendations.
• Analyze provider/location scheduling data to identify variances and corrective actions.
• Lead scheduling projects including provider onboarding and offboarding and related workflows.
• Conduct trainings and develop supporting documentation such as tip sheets and guides.
• Collaborate with IS and Epic teams to test and implement system enhancements.
• Leverage reporting tools to monitor outcomes of scheduling optimization efforts.

Skills

Epic scheduling

Ambulatory operations

Data analysis

User training

Excel

Epic reporting tools

Project leadership

Education

Bachelor’s degree

Tools

Power BI

Tableau

Job description

City/State

Virginia Beach, VA

Work Shift

First (Days)

Overview:

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

Benefits: Caring For Your Family and Your Career

• Medical, Dental, Vision plans
• Adoption, Fertility and Surrogacy Reimbursement up to $10,000
• Paid Time Off and Sick Leave
• Paid Parental & Family Caregiver Leave
• Emergency Backup Care
• Long-Term, Short-Term Disability, and Critical Illness plans
• Life Insurance
• 401k/403B with Employer Match
• Tuition Assistance – $5,250/year and discounted educational opportunities through Guild Education
• Student Debt Pay Down – $10,000
• Pet Insurance
• Legal Resources Plan
• Colleagues have the opportunity to earn an annual discretionary bonus ifestablished system and employee eligibility criteria is met.

Sentara Health is an equal opportunity employer and prides itself on the diversity and inclusiveness of its close to an almost 30,000-member workforce. Diversity, inclusion, and belonging is a guiding principle of the organization to ensure its workforce reflects the communities it serves.

In support of our mission “to improve health every day,” this is a tobacco‑free environment.

For positions that are available as remote work, Sentara Health employs associates in the following states:

Alabama, Delaware, Florida, Georgia, Idaho, Indiana, Kansas, Louisiana, Maine, Maryland, Minnesota, Nebraska, Nevada, New Hampshire, North Carolina, North Dakota, Ohio, Oklahoma, Pennsylvania, South Carolina, South Dakota, Tennessee, Texas, Utah, Virginia, Washington, West Virginia, Wisconsin, and Wyoming.