Medical Staff Scheduling Specialist

What You Can Expect:

Our Medical Staff Scheduling Specialists love Grand Itasca for the stability, meaningful work and great team. If you are looking for professional growth and development with hands on experience caring for a diverse patient population, Grand Itasca is where you belong!

We're glad you are thinking about joining us

Grand Itasca is a great place to work! We're a non-profit organization with a clear vision of being the leader in transforming rural health care by achieving the highest levels of quality, access, and value. Our strength stems from teamwork and collaboration among a talented and diverse group of professionals. With over 700 employees in hundreds of different roles, Grand Itasca can offer a variety of career opportunities.

Let's talk about 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

About the Position

• Medical Staff Scheduling Specialist
• Full-time 1.0 FTE (80 hours per pay period)
• Days, no weekends!
• Hybrid: Remote and onsite at Grand Itasca Clinic and Hospital

*Your home office must meet Safety, Privacy, and Internet Speed requirements set forth by Grand Itasca Clinic & Hospital to be eligible for this position.

Job Summary:

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.

Here's what you'll do when you join us:

• 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