Master Scheduler

Philadelphia, PA, US, 19104

Job Type: 

COLKET - Colket Translational Research Req ID: 27257

Shift: Days

Employment Status: AF - Active - Regular - Full Time 

Job Summary

The Master Scheduler is responsible for partnering with the Physician Practice Manager to monitor and assess outpatient access and flow of the clinic area. This can include working with different levels of the division, and beyond, to ensure patient/family needs are met while they receive care from the outpatient team.  The position includes close collaboration and communication with The Children’s Hospital of Philadelphia’s Access Center.

Job Responsibilities
  1. Oversee, manage and maintain complex outpatient schedules.
  • During the day consistently review and analyze the schedules to ensure all available slots are filled.
  • Communicate with other scheduling staff to ensure they have the information needed to fill slots.
  • Serve as master EPIC template builder for the outpatient clinic schedules
  • Adjust EPIC to reflect clinical personnel's vacations, conference time and time on-service by accurately booking out staff for absences and adjust schedules as necessary.
  • Notify Physician Practice Manager when more than one attending has booked out so that alternate coverage can be arranged.
  • Submit attending time away request report to the Department of Pediatrics
  • Manage the clinic grid ensuring that is it accurate and up-to-date at all times
  • Assist with the compilation of the division consult schedule
  • Handle all urgent appointment requests
  • Handle all Try-CHOP calls from referring physicians
  • Procure coverage for NP’s in clinic (when provider has submitted time away)
  • Contact person for Inpatient doctors to schedule appointment that are needed before the patient is discharged from the hospital


  1. Serve as primary back up to Physician Practice Manager in terms of overseeing the daily clinic scheduling process.
  • Primary resource to clinic scheduling coordinator in the outpatient area to problem solve issues that may arise in order to support patient access.
  • Works with clinical leadership to triage expedited appointment requests and works with other scheduling staff to ensure timely follow-through.
  • Acts as liaison between outpatient staff and divisional administration as needed.
  1. Process design and improvement.
  • Use the CHOP improvement framework to assess existing processes, define and diagnosis issues, implement and assess tests of change and facilitate improvement.  
  • Collaborate in the training of other staff in regards to improved processes and procedures.
  1. Participate in independent project work and attend meetings that relate to access and flow in outpatient clinic.
  • Use available reporting systems and tools to assess, track and analyze data as requested.
  • Review weekly reports to ensure new patients are scheduled appropriately and that schedules are full.
  • Collect and collate data in regards to fill rate, 3rd next available and other relevant collection and analysis that will ensure the success of clinic.
  • Design reports to analyze access and flow in outpatient clinic to ensure efficiency.
  • Attend staff and divisional meetings as requested 100% of the time. Participates and contributes to team projects.

Other duties as assigned

Job Responsibilities (Continued)
Job Responsibilities (Continued)
Required Licenses, Certifications, Registrations
Required Education and Experience
  • Required Education: High School diploma or equivalent


  • Required Experience: Minimum of 5 years relevant work experience in a health care setting required. Proficient in Microsoft Word and Excel.  
Preferred Education, Experience & Cert/Lic
  • Preferred Education: Bachelors degree preferred.
  • Preferred Experience: Experience with database maintenance preferred.
Additional Technical Requirements
  • Strong computer skills (experience with computerized scheduling and an electronic medical record strongly preferred).
  • Strong communication skills. Ability to clearly communicate with patients, families and providers.
  • Strong collaboration and teamwork skills.
  • Ability to handle multiple tasks and provide accurate information within the correct timeframe. 
  • Ability to handle confidential materials and matters.
  • Strong organizational skills and attention to detail.
  • Ability to diffuse upset callers and/or families in the clinical setting and resolve conflict appropriately.
  • Ability to interact professionally in complex and sometimes emotionally charged situations.
  • Ability to function efficiently and professionally with minimal supervision.
  • Ability to quickly learn new procedures.                                                                                                                                                                

All CHOP employees who work in a patient building or who provide patient care are required to receive an annual influenza vaccine unless they are granted a medical or religious exemption.

Children's Hospital of Philadelphia is committed to providing a safe and healthy environment for its patients, family members, visitors and employees. In an effort to achieve this goal, employment at Children's Hospital of Philadelphia, other than for positions with regularly scheduled hours in New Jersey, is contingent upon an attestation that the job applicant does not use tobacco products or nicotine in any form and a negative nicotine screen (the latter occurs after a job offer).

Children's Hospital of Philadelphia is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

VEVRAA Federal Contractor/Seeking priority referrals for protected veterans.  Please contact our hiring official with any referrals or questions.

CHOP Careers Contact 

Talent Acquisition

2716 South Street, 6th Floor

Philadelphia, PA 19146 

Phone: 866-820-9288




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