Job Description

Physician Scheduler I

Business Office · Physician Scheduling/Contracting
Plantation, FL
Health Care
Full Time, Days
Weekly Schedule: Monday - Friday 8:00am - 5:00pmOn Call Weekdays (Rotation) 6:00am - 8:00am and 5:00pm - 11:00pm On Call Weekends (Rotation) Saturday and Sunday 6:00am - 11:00pm
Bilingual: None
Bilingual Type: N/A
Posted 02/14/2018
Req # 1169
PRIMARY FUNCTION:   Assist with the daily physician staffing needs for all Pediatric Associate weekday and after-hour offices.  This position requires a willingness to perform all physician staffing functions efficiently during normal business hours Monday through Friday as well as 13 on-call weeks from 6:00 AM until 8:00 AM and 5:00 PM until 10:00 PM per year and 13 on-call weekends per year.  The position also includes clerical and administrative functions.
TYPICAL WORKING CONDITIONS:  Working in an office environment. Involves frequent telephone and e-mail interaction; manual dexterity to operate a keyboard; operating office equipment; efficient handling of high volume tasks; and proficiency with MS Office products including but not limited to Word, Excel and Outlook as well as QGenda and XPM.
ESSENTIAL FUNCTIONS OF THE JOB: (This list may not include all of the duties that may be assigned.)
  • Maintain strictest confidentiality.
  • Process physicians’ payroll twice per month which includes verifying all extra sessions, running reports for both per diem and salaried providers, etc.
  • Make sure hospital rounds are covered every day for every hospital.  Remind the rounding schedulers who have not entered their schedule by the 15thof the month to enter their schedule no later than the 20thof the month. Update rounding schedule changes during the month.


  • Make sure practice-wide call and back-up call are covered every day for every hospital.  Remind the back-up call schedulers who have not entered their schedule by the 15thof the month to enter their schedule no later than the 20thof the month.  Update all call schedule changes during the month.
  • Enter new provider training schedules on QGenda.


  • Monitor Per Diem activity to make sure they are all working their contracted number of sessions.  Reach out to providers who have not picked up any sessions within 30 days.


  • Maintain the provider phone list including addresses and cell phone carriers.  Update these numbers on QGenda, the intranet and the CMO’s contacts.
  • Schedule the shareholders for weekend back-up call.
  • Create accounts in QGenda for new providers at orientation and teach them how to navigate through the system.
  • Keep the e-mail distribution groups on QGenda up to date to ensure that the office and clinical managers receive schedule changes for their office.
  • On-Call weekdays and weekends:
    • Weekdays include managing issues that arise in the after-hour offices as well as handling call outs from 6:00 AM until 8:00 AM and 5:00 PM until 10:00 PM.
    • Weekends include managing issues that arise in the weekend offices, handling call outs from 6:00 AM until 10:00 PM as well as monitoring XPM for a minimum of 10:00 AM until Noon to determine if any changes need to be made.  Maintain availability after changes are completed
  • Must be able to communicate clearly and interact comfortably with providers and staff.
  • Other various and related duties as may be assigned and/or required.


  • Daily scheduler responsibilities will be rotated monthly:
  • Make sure that all weekday and after-hour offices are staffed appropriately in order to meet the staffing budget for each office.


  • Identify short-staffed sessions that require open opportunities.  Make sure that opportunities are open 3-5 weeks in advance as needed.


  • Check opportunities daily and approve or deny requests.  
  • Backfill the schedule as necessary due to long term events such as FMLA and departing providers; as well as short term events such as minor illness, family emergencies, jury duty, etc.
  • Make phone calls and send e-mails to obtain coverage for short staffed offices.  Notify all managers of any last minute changes. 
  • Enter providers in for sick time, vacation time or extra credit as appropriate. 
  • Prepare the weekend schedule for the on-call scheduler.
  • Fit all new providers into both training templates and published schedules.
  • Approve or deny provider swaps in QGenda.  Make sure the swaps are viable before approving.  These swaps must be handled in a timely fashion.
  • Review the volume in XPM every afternoon to determine if the after-hour offices for that evening are appropriately staffed or if providers need to be added, removed or shifted to other offices.


  • Notify the providers and managers of any changes that are made.


  • Update the changes in QGenda.
Education: High School Diploma required.  
Experience:  Must be proficient in critical thinking, communication, organization, computer applications and clerical support.
COMPANY OVERVIEW: Founded in 1955, Pediatric Associates is one of the oldest and most respected pediatric practices in the United States. Pediatric Associates opened its first office in Hollywood, Florida. The Company was one of the first medical groups to introduce satellite office locations in consumer retail locations. They were also one of the first pediatric groups to embrace managed care in the 1970s, collaborating with insurance plans as healthcare partners with the common interest of providing South Florida's children with the best healthcare available. Today, Pediatric Associates is a national leader in pediatric population health management with over 200,000 patients under global risk. Keeping abreast of medical advances and changing lifestyles, Pediatric Associate’s modern facilities offer comprehensive services, including X-ray and state certified laboratories. The Company currently has 33 neighborhood locations, which are staffed by more than 200 employed providers who proudly serve families throughout Miami-Dade, Broward, Palm Beach, St. Lucie, counties, including Tampa and Jacksonville. Pediatric Associates will continue to bring the best possible healthcare service to its patients well into the 21st Century. Ease of access, prompt courteous service and responsiveness to our patients' concerns will always be their primary goal. Pediatric Associates has continued to thrive and today is recognized as one of the premier general pediatric and population health management practices in the United States.

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