Medical Staff Scheduling Specialist

Grand Itasca • Grand Rapids, MN

11h • Hybrid

About The Position

The Medical Staff Scheduling Specialist works to ensure accurate, efficient, and well-coordinated provider scheduling and staffing operations across the organization. This role is responsible for building, maintaining, and adjusting provider schedules for all clinical areas-including Clinic, Hospital, Rehab, Emergency Department, and call coverage-while ensuring schedule compatibility with patient access needs and operational workflows. The position also manages provider and rehab payroll tasks, coordinating locum coverage when requested, processes time-off requests, and supports the optimization of provider templates.

Requirements

• Knowledge and experience with personal computers and software, including mastery of MS Windows and Excel.
• Ability to work with physician group(s).
• Ability to work independently, prioritize tasks, coordinate multiple tasks and work with interruption.

Nice To Haves

• At least one-year credentialing or provider scheduling experience preferred.
• 3 years of professional administrative assistant experience preferred.

Responsibilities

• Manage and complete monthly provider schedules for all assigned departments, including primary and specialty clinic care, rehabilitation services, Emergency Department coverage, call schedules, and in-clinic rotational schedules, ensuring alignment with patient access needs and operational requirements.
• Proactively communicate with full-time, part-time, and casual providers to fill open shifts in a timely manner, demonstrating a high level of customer service and professionalism while maintaining coverage standards.
• Identify, assess, and appropriately escalate staffing issues when coverage gaps, scheduling conflicts, or operational risks are identified.
• Monitor, maintain, and enforce minimum provider coverage requirements across all assigned clinical areas to support safe and efficient patient care.
• Receive, review, and process provider time-off requests, including vacation, education, training, CME, and meeting requests, in accordance with organizational policies.
• Track and monitor provider vacation and education time utilization, ensuring accurate records and compliance with established guidelines.
• Block provider schedules for approved time off and ensure timely communication of schedule changes to impacted departments.
• Respond to provider shift call-ins by initiating appropriate follow-up actions, including coordination with leadership and affected departments to maintain coverage and continuity of care.
• Create, maintain, and update physician and rehabilitation provider scheduling templates within Epic, including recurring schedules, modifiers, and other configuration updates to support accurate scheduling.
• Process bi-weekly provider payroll, including collection, review, and submission of timesheets in accordance with payroll deadlines and requirements.
• Develop and maintain provider call schedules and ensure on-call assignments are accurately updated and communicated via the intranet and other designated platforms.
• Build, manage, and optimize provider scheduling templates in the Epic EHR, supporting workflow efficiency, accurate documentation, and access optimization.
• Collaborate with nursing, surgery, patient access, recruitment, clinic leadership, and other stakeholders to ensure provider schedules are accurate, timely, and aligned with operational and staffing needs.
• Perform other duties as assigned, consistent with the scope and responsibilities of the position.

Benefits

• Competitive pay
• Tuition reimbursement and scholarship/grant opportunities
• Health, dental, vision, & life insurance kick in on the first of the month after 30 days of employment
• Generous paid time off package to maintain a healthy home-work balance
• STDB (short term disability bank)
• 401K with employer contributions
• Employee Referral Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees