Scheduling Assistant Jobs in Virginia (NOW HIRING)

This position is responsible for creating, coordinating, maintaining, and managing physician and allied health professional master and daily schedules for the Hofheimer Hall ambulatory clinic across the divisions of Maternal-Fetal Medicine, General Obstetrics & Gynecology, Minimally Invasive Gynecologic Surgery, and Urogynecology. The role supports more than 30 providers, each with an average of five master schedules, and is responsible for creating, modifying, and maintaining provider clinic templates to optimize patient access, provider availability, and operational efficiency.

In addition to ambulatory scheduling responsibilities, this position manages critical inpatient and provider call schedules for Sentara Norfolk General Hospital (SNGH) and Sentara Princess Anne Hospital (SPAH), including the Antepartum, Labor and Delivery, Labor and Delivery Operating Room, Maternal-Fetal Medicine backup call, Gynecology backup call, Gynecology Operating Rooms and all departmental in-house, holiday, and provider call schedules. The position also maintains schedules across multiple scheduling and communication platforms, including SPOK, Amtelco, and AMION, ensuring accuracy and consistency across all systems.

Working closely with department leadership, physicians, advanced practice providers, administrative support staff, and hospital departments, this position serves as a central resource for coordinating complex provider schedules across multiple clinical divisions and care settings. Success in this role requires exceptional organizational, critical thinking, and problem-solving skills, meticulous attention to detail, the ability to manage multiple competing priorities independently, and excellent communication skills. Because provider schedules directly impact patient access, provider coverage, and hospital operations, a high level of accuracy and accountability is essential.

This position is primarily based out of the Norfolk office location, however travel will be required to all office locations and throughout all divisions to meet the department’s demands.

40% – Provider Scheduling and Template Management

• Create, coordinate, maintain, and manage physician, advanced practice provider master, ultrasound and daily clinic schedules for the Hofheimer Hall ambulatory practice across the divisions of Maternal-Fetal Medicine, General Obstetrics & Gynecology, Minimally Invasive Gynecologic Surgery, and Urogynecology.
• Create, modify, and maintain provider clinic templates to accommodate schedule changes, provider leave, operational needs, and patient access initiatives.
• Enter, update, and maintain provider schedules within the practice management system, ensuring schedule accuracy and consistency.

35% – Hospital and Call Scheduling

• Develop, maintain, and coordinate inpatient and provider call schedules for Sentara Norfolk General Hospital (SNGH) and Sentara Princess Anne Hospital (SPAH), including Antepartum, Labor and Delivery, Labor and Delivery Operating Room, Maternal-Fetal Medicine backup call, Gynecology backup call, Gynecology Operating Rooms and departmental in-house, holiday, and provider call schedules.
• Upload and maintain schedules within required scheduling and communication platforms, including AMION, SPOK, and Amtelco, ensuring accuracy across all systems.

20% – Schedule Analysis, Coordination, and Operational Support

• Monitor and reconcile provider schedules across all scheduling platforms to identify and resolve scheduling conflicts, coverage gaps, and template discrepancies.
• Analyze provider utilization and scheduling trends, recommending improvements to maximize provider availability, clinic efficiency, and patient access.
• Coordinate provider leave requests with department leadership, division directors, practice managers, and administrative staff to ensure appropriate coverage.
• Collaborate with physicians, advanced practice providers, practice managers, and department leadership regarding scheduling needs, operational changes, and resource utilization.

5% – Reporting, Projects, and Administrative Support

• Participate in departmental meetings and scheduling workgroups.
• Assist with scheduling-related projects, process improvement initiatives, and perform other duties as assigned by department management.

Minimum Qualifications and Skills:

• Proficient in gathering, analyzing, and reporting data required.
• Strong organizational and communicational skills required.
• Strong attention to detail is critical and required.
• High level critical thinking skills required.
• Strong Microsoft Office skills to include Word, Excel and Outlook required

Preferred Qualifications:

• Two (2) years of relevant experience in a Health Care environment, preferably in a multi-physician group practice preferred.