Job Description

The Staff Scheduler is responsible for organizing and coordinating day-to-day staffing schedules for providers and support staff in an outpatient setting. This position ensures operational efficiency by maintaining master schedules and making adjustments in response to staffing needs, clinic volumes, and departmental priorities. The Staff Scheduler collaborates with leadership, clinical teams, and administrative staff to ensure all shifts are appropriately covered. Key duties include managing time-off requests, onboarding new providers, auditing schedules for accuracy, and using scheduling systems such as UKG (Kronos), Epic, and reporting tools (Excel, Tableau) to support high-quality patient care. Primary departments include Urgent Care, Primary Care, Pediatric Primary Care, LGBTQ+ Services, and the Employee Walk-In Clinic, but are not limited to these areas.

Duties and Responsibilities:

• Develops and maintains comprehensive staff and provider schedules, ensuring appropriate coverage for all clinic shifts.
• Enters, updates, and adjusts schedules in UKG (Kronos) to reflect real-time staffing changes.
• Monitors staffing levels and addresses last-minute changes (illnesses, emergencies, or volume changes) promptly.
• Ensures all scheduling aligns with policies, labor laws, and departmental guidelines.
• Publishes schedules on a consistent cycle and communicates changes clearly and in advance.
• Coordinates weekend and holiday staffing, implementing fair rotating schedules and ensuring adequate coverage.
• Obtains and processes time-off requests, verifying eligibility and acquiring necessary approvals.
• Updates schedules to reflect approved time off and arranges coverage as needed.
• Tracks attendance and availability, reporting concerns to management as appropriate.
• Collaborates with HR and Payroll to reconcile schedules with recorded time off.
• Performs routine audits of schedules to verify accuracy and compliance with regulations.
• Monitors adherence to work-hour limits, overtime rules, and departmental policies.
• Prepares and presents staffing reports using UKG, Excel, or Tableau to advise leadership decisions.
• Recommends process improvements based on audit findings and operational feedback.

Qualifications

Education:

High school diploma/GED required.

Experience:

One (1) year of healthcare scheduling, staffing coordination or administrative support, preferably in an outpatient setting, required. One (1) year of experience in EMRs such as EPIC or FAST preferred