Master Scheduler

Summary

The Master Scheduler for the Texas Children’s Cancer and Hematology Center is responsible for maintaining and continuously updating the comprehensive inpatient and outpatient scheduling database for over 120 clinical providers. This role ensures schedules are aligned with changes in faculty effort, grant funding, time off, onboarding, and departures. With thousands of patient visits annually, accuracy and timely updates are critical to patient care and clinic operations.The Master Scheduler collaborates closely with IT, clinical leadership, and the database team to ensure the integrity of the scheduling system and to identify opportunities for process improvement and automation, including Epic integration. This position requires exceptional organizational skills, attention to detail, and the ability to manage high volumes of schedule changes in a dynamic environment.

Job Duties

Q-Genda Scheduling Oversight (70%)

• Maintains, updates, and monitors all inpatient and outpatient provider schedules in Q-Genda, ensuring alignment with staffing changes, faculty effort shifts, on-boarding, and time-off.
• Manages shift assignments, late stay clinic coverage, and coverage gaps for over 120 clinical providers.
• Maintains the Q-Genda “Manage Teams” module and update team structures as needed.
• Coordinates Time-Off Manager entries and mailing list updates to support accurate communication and staffing alignment.
• Adds, deletes, and modifies staff profiles to reflect on-boarding, role changes, and provider departures.
• Trains new staff in Q-Genda usage and submit training requests for additional or specialized needs.
• Requests scheduling changes on behalf of providers as needed, ensuring they align with clinic operations and provider availability.
• Maintains accurate on-call schedules and assignments with Q Genda Spok integration to ensure alignment with clinical expectations and Q-Genda data.
• Coordinates real-time updates for on-call coverage and manage escalations with support when technical issues arise.
• Communicates changes to affected teams and ensure seamless hand-offs for after-hours coverage.

Moonlighting Reports and System Processing (15%)

• Submits and processes moonlighting requests and changes on behalf of clinical providers, ensuring all entries are updated in both Q-Genda and internal tracking systems.
• Generates and reviews moonlighting reports to track hours worked, ensure compliance, and prevent scheduling conflicts.
• Collaborates with clinical leadership to ensure moonlighting coverage aligns with operational needs and institutional guidelines.
• Ensures that moonlighting entries are accurately recorded and processed in accordance with regulatory and internal policies.

Clinic Communication & Operational Support (10%)

• Distributes the Clinic Late Stay MD schedule monthly and communicate any changes to relevant stakeholders.
• Provides operational support to clinical leadership, helping translate schedule data into actionable insights for patient care coordination after completed development.
• Collaborates with IT, Epic support, and scheduling stakeholders to identify opportunities for automation and system improvement.

Scheduling Database Administration (5%)

• Serves as the administrative lead for the TXCH Scheduling Database, including permissions management and user support.
• Monitors the shared admin inbox for incoming schedule-related inquiries and respond or resolve promptly.
• Tracks on-boarding and off-boarding of faculty and staff to ensure database accuracy and continuity of scheduling records.
• Updates and revises the Hematology and Oncology Q-Genda/Spok integrated on-call templates as needed to reflect changes in staffing and clinical coverage.
• Ensures that all entries are current and align with the clinical needs of each department.

Minimum Qualifications

• High school diploma or GED.
• Three years of relevant experience.

Preferred Qualifications

Baylor College of Medicine is an Equal Opportunity/Affirmative Action/Equal Access Employer.