Business Operations Coordinator: Sentara Hospital Medicine

Job Overview

Overview

The Business Operations Coordinator provides operational scheduling and administrative coordination for Hospital Medicine programs across assigned markets. This role supports Sentara Hospital Medicine by coordinating provider schedules, managing central administrative workflows, and serving as a central intake point for program requests.

The Coordinator ensures consistency, organization, and timely follow-through on key operational processes, allowing clinical and operational leaders to focus on strategic and programmatic priorities.

Key Responsibilities

Clinician Scheduling Coordination

• Develop and maintain physician and APP schedules for assigned Hospital Medicine programs in collaboration with Managers and Chief Hospitalists.

• Maintain schedules a minimum of 3-4 months in advance, ensuring adequate shift coverage, time off requests, and identification of coverage gaps.

• Utilize scheduling program, Qgenda, and established individual program rules to build balanced schedules that align with provider FTE expectations, shift distribution, and program needs.

• Communicate schedule updates to providers and leadership in a timely manner.

• Monitor upcoming schedule gaps and escalate potential coverage issues in a timely manner to Managers and Chiefs.

• Final schedule approvals remain with program leaders, Coordinator will review next quarters schedule with each program prior to publishing.

Schedule Intake & Change Management

• Serve as the central intake point for scheduling requests, changes, and coverage needs through a shared scheduling inbox or intake process.

• Coordinate shift swaps, coverage djustments, and schedule updates in collaboration with providers and program leaders.

• Maintain documentation of schedule changes and ensure short notice changes are communicated to the appropriate stakeholders.

Education

• High school diploma

Experience

• 2 years of relevant experience

• Ability to work independently and manage complex scheduling workflows across multiple providers and hospitals.

• Proficiency with scheduling platform (Qgenda), Excel, Teams, API – preferred.

About Us

Sentara Health, an integrated, not-for-profit health care delivery system, celebrates more than 135 years in pursuit of its mission – “we improve health every day.” Sentara is one of the largest health systems in the U.S. Mid-Atlantic and Southeast, and among the top 20 largest not-for-profit integrated health systems in the country, with 34,000 employees, 12 hospitals in Virginia and Northeastern North Carolina including 10 hospitals with the prestigious Magnet recognition, and the Sentara Health Plans division which serves more than 1 million members in Virginia and Florida. Sentara is recognized nationally for clinical quality and safety, and is strategically focused on innovation and creating an extraordinary health care experience for our patients and members. Sentara was named a Health Quality Innovator of the Year (2024), was recognized by Forbes as “America’s Best-In-State Employer” (2024), “Best Employer for Veterans” (2022, 2023), and “Best Employer for Women” (2020), and named to IBM Watson Health’s “Top 15 Health Systems” (2021, 2018).

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