Job Description​

Capacity Management Advisor Job Description

 Lead specialty specific initiatives to optimize patient access, ambulatory capacity, and

 provider schedule utilization across multiple service lines. Serve as a strategic partner and access expert in operational, clinical, and executive leadership to improve access performance in alignment with division-specific and organizational board-level access

goals.

The Advisor drives data-informed decision-making and access innovations through the development of specialty specific digital access strategies, scheduling workflow

optimization and decision tree design, testing of build and ongoing optimization throughout programmatic growth and changes by improving patient throughput, and scheduling

accuracy, efficiency, and effectiveness. This role enhances both patient and provider experience while supporting sustainable access and capacity management across ambulatory and radiology services.

Key Responsibilities:

• Partner with administrator and operational leaders, specialty Medical Directors, operational directors, clinic managers, and IT teams to design and optimize provider

 templates, auto-search functionality in Epic, scheduling decision trees and patient self-

 scheduling workflows

 Demonstrated understanding of how provider template design influences access to

 care and overall capacity, including effective template strategy (session limits, held

 time, and unavailable time) and ensuring alignment with Specialty Specific Access  Expectations.

•      Work in tandem with operational and clinical leadership partners in ambulatory and ancillary practices to ask clarifying questions to understand the WHY to get to root cause of what the provider or practice wants to accomplish from the providers template. Ensuring that provider templates are aligned with specialty specific access expectations

•      Evaluate clinical appropriateness, access impact, and operational readiness for

 expansion of self-scheduling capabilities

•      Continuously evaluate the expansion of self-scheduling capabilities and implementing new Epic technology

•      Develop governance and decision frameworks that balance patient convenience with clinical safety and scheduling integrity

•      Analyze complex access, capacity, and scheduling data to identify trends, performance

 gaps, and opportunities for specialty specific optimization

•      Develop and present data-driven insights and recommendations to operational,

 clinical, and executive leaders to support decision-making

 Continuously monitor scheduling pathway performance, including decision trees and self-scheduling logic, and recommend targeted refinements to improve appointment accuracy, reduce leakage and rework, optimize capacity utilization, and enhance the patient experience.

KPI:

Major Capacity Management Project Completion Rate

Definition:

Measures the organization’s ability to deliver planned, enterprise-priority Access initiatives on time and within approved scope to support strategic access, capacity, and patient experience objectives.

Metric:

Percentage of approved Major Access Projects completed within the fiscal year, meeting defined scope, timeline, and success criteria.

Formula:

(Number of Major Access Projects completed on time and within scope ÷ Total number of approved Major Access Projects for the year) × 100

Target:

≥85–90% of 4–8 Major Access Projects completed annual

Success Criteria:

•      Project delivered by agreed milestone or fiscal year-end

•      Scope objectives achieved and validated by executive sponsor

•      Operational handoff completed

•      KPI impact defined or realized

•      No unresolved high-risk issues impacting Access performance

Preferred Qualifications:

• Experience leading ambulatory access or capacity management/scheduling initiatives in a multi-specialty environment

• Experience presenting operational performance insights to leadership

• Experience aligning operational initiatives with enterprise or board-level performance goals

• Experience designing or supporting digital patient access solutions such as patient self- scheduling, online scheduling tools, or patient portal scheduling workflows preferred

• Master’s degree in healthcare administration, informatics, business, or related field preferred

Required Qualifications:

• Five (5) years of progressive experience in healthcare operations, ambulatory access, capacity management, or healthcare analytics, including experience leading complex operational improvement initiatives

• Demonstrated experience influencing operational, clinical, or physician leadership and driving cross-functional change

• Experience leading projects or initiatives that impact patient access, workflow design, or performance outcomes

• Strong analytical skills with experience using data to identify trends, performance gaps, and improvement opportunities

• Bachelor’s degree in healthcare, business, informatics, or a related field OR equivalent combination of education and experience

(Optional) Epic Cadence proficiency or advanced experience in ambulatory scheduling workflows required, including the ability to guide system design decisions, evaluate workflow impact, and provide strategic oversight of scheduling structures

(Direct hands-on template build not required, but understanding of how system design affects access performance is expected.)

(Optional) *Required to obtain Epic Cadence proficiency within 6 months of hire. *

Job Requirements

Applicable Experience:

Job Details