Epic Physician Scheduler

Job Details

Epic Physician Scheduler

Job Description

Position Summary:

The Epic Physician Scheduler – Epic Training is responsible for coordinating and scheduling Epic training sessions for a wide range of medical professionals, including physicians, nurse practitioners (NPs), and rotating residents across various departments such as Surgery, Medicine, Anesthesia, ED, and Hematology/Oncology. This role plays a vital part in ensuring timely and accurate training to support successful onboarding and system access for all providers. The scheduler will also provide administrative and logistical support to the LMS Coordinator in the management of the learning management system (LMS) and training operations.

Key Responsibilities:

• Schedule Epic training sessions and Asynchronous training for physicians, NPs, and residents across clinical departments, ensuring alignment with onboarding timelines and departmental needs.
• Manage and prioritize high-volume scheduling requests, including complex scenarios and tickets such as rotating residents and Resident Rush periods.
• Collaborate with training vendors and coordinators, and clinical leadership to confirm training needs, dates, and participant availability.
• Monitor and update training calendars and rosters in coordination with Epic credentialed trainers and subject matter experts.
• Track and communicate scheduling of Epic training confirmations, reminders, and attendance follow-ups to all scheduled learners using dashboards in Service Now.
• Maintain detailed documentation and records of Epic training assignments and completions for compliance and audit purposes within Workday LMS and SNOW.
• In conjunction with the LMS Coordinator, partner with Security, HR, and IT to ensure learners receive appropriate system access upon completion of training.
• Support the LMS Coordinator with course assignments, enrollment, reporting, and troubleshooting within the LMS.
• Respond promptly and professionally to inquiries related to training schedules and Epic access.
• Assist in ongoing optimization and improvement of scheduling workflows and communication protocols.

Qualifications:

Required:

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 2+ years of administrative or scheduling experience in a healthcare or training setting.
• Familiarity with Epic systems or electronic health record (EHR) training workflows.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word) and virtual meeting platforms (e.g., Zoom, MS Teams).
• High level of attention to detail and follow-through.

Preferred:

• Experience working with healthcare professionals, especially physicians and residents.
• Familiarity with LMS platforms (e.g., Workday, Oracle, Healthstream, etc).
• Prior experience supporting GME or clinical education departments.

Work Shift

Workday Day (United States of America)

Worker Sub Type

Regular

Primary Location Address

833 Chestnut Street, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which is principally located in the greater Philadelphia region, Lehigh Valley and Northeastern Pennsylvania and southern New Jersey, is reimagining health care and higher education to create unparalleled value. Jefferson is more than 65,000 people strong, dedicated to providing the highest-quality, compassionate clinical care for patients; making our communities healthier and stronger; preparing tomorrow's professional leaders for 21st-century careers; and creating new knowledge through basic/programmatic, clinical and applied research. Thomas Jefferson University, home of Sidney Kimmel Medical College, Jefferson College of Nursing, and the Kanbar College of Design, Engineering and Commerce, dates back to 1824 and today comprises 10 colleges and three schools offering 200+ undergraduate and graduate programs to more than 8,300 students. Jefferson Health, nationally ranked as one of the top 15 not-for-profit health care systems in the country and the largest provider in the Philadelphia and Lehigh Valley areas, serves patients through millions of encounters each year at 32 hospitals campuses and more than 700 outpatient and urgent care locations throughout the region. Jefferson Health Plans is a not-for-profit managed health care organization providing a broad range of health coverage options in Pennsylvania and New Jersey for more than 35 years.    

Jefferson is committed to providing equal educa­tional and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status. 

Benefits

At Jefferson, we offer a comprehensive total rewards package designed to support the health and well-being of our colleagues and their families. It includes a wide range of benefits including competitive pay, health and retirement benefits, life and disability insurance, paid time off, educational benefits, financial and mental health resources and much more. Our diverse benefits offerings ensure you have the coverage and access to services you need to thrive both personally and professionally.