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QGenda Advanced Scheduling (QAS) is an provider scheduling platform that centralizes full provider schedules — including call assignments, clinical duties, and time away — into a single, unified system. It builds on UVA Health's existing QGenda On-Call foundation and adds powerful automation, optimization, and reporting capabilities.

In April 2025, UVA Health signed an agreement for QAS, expanding access to all eligible departments and consolidating the multiple separate QGenda instances that individual departments previously maintained into one integrated health system platform. Once deployed, QAS will transform provider scheduling from a manual, department-by-department effort into a coordinated, data-driven system across UVA Health. For clinicians and schedulers, this will mean fewer manual workarounds, better visibility into who is working where and when, and a platform that can grow with each department's needs.

• About the Project
• For Departments Not Using QGenda Advanced Scheduling
• For Departments Already Using QGenda Advanced Scheduling
• Technical and Integration Questions
• Communication and Support

About the Project

What is QGenda Advanced Scheduling (QAS)?

QAS is an provider scheduling platform that centralizes complete provider schedules — including clinical assignments, call duties, and time away — into a single system. It integrates with and extends the QGenda On-Call product already in use across UVA Health, adding automation, optimization, and reporting capabilities designed to reduce administrative burden.

Why is UVA Health implementing QAS now?

In April 2025, UVA Health signed an agreement for QAS. This allows the health system to consolidate multiple individual department contracts under a single, cost-effective platform, extend access to departments not yet using QAS, and build a unified scheduling infrastructure that supports system-wide visibility and coordination.

Who is impacted by the change?

• Physicians, residents, fellows, PAs, and NPs across clinical departments within University Medical Center and UPG.
• Department administrators and scheduling staff who manage provider schedules.
• Nursing and ancillary staff are not in scope for this project although we understand that in some departments these individuals are currently using QAS.

What are the benefits of QAS for clinicians and schedulers?

Enabling QAS offers multiple benefits, including streamlined communication between clinicians, schedulers, and clinical support team members, as well as numerous features to enhance scheduling such as rules-based automation. It also provides greater transparency in scheduling decisions, and allows for department-level customization to maximize impact — with all additional features available at no extra cost.

Is this the same as QGenda On-Call?

No. QGenda On-Call, which is already live at University Medical Center, focuses specifically on centralizing on-call schedules and enabling real-time provider lookup. QAS is a separate but integrated product that manages complete provider schedules — clinic sessions, academic duties, multi-role assignments, and time away. Think of QAS as the next layer built on top of On-Call.

Who is leading this project?

The project is sponsored by J. Scott Just, MD, MBA (CEO, UVA Physicians Group) and Andrew Markowski, MD, MPH (CMIO, UVA Health). Day-to-day project management is led by Denise Hughey, Senior HIT Project Manager. A Steering Committee with representatives from across UVA Health — including clinical departments, GME, HIT, and UPG leadership — is guiding the effort.

For Departments Not Using QGenda Advanced Scheduling

Which departments are currently not using QAS?

At this time, we have identified the following departments not using QGenda Advanced Scheduling: Internal Medicine, Cardiology, General Surgery, Family Medicine, Urology, Dermatology, Infectious Diseases, Neurology, Oncology, Neurosurgery, PM&R, Otolaryngology, Emergency Medicine, Orthopedics, OR, General Medicine, and Allergy. Others may be identified as we assess current use.

Which providers are included in scope?

QAS covers physicians (Attendings), residents, fellows, physician assistants (PAs), and nurse practitioners (NPs). Nursing staff and ancillary staff are not in scope for this project although we understand that in some departments, those individuals are currently using QAS.

Is my department required to use all QAS features?

No. All departments will have access to QAS features, but each department chooses which features to use based on their own needs. The only functionality currently required across the health system is the QGenda On-Call product, which is already live. When your department onboards to QAS, you will work with the implementation team to review available features and decide collaboratively what to activate.

How will QAS affect our day-to-day scheduling workflows?

The goal is to reduce administrative burden, not add to it. QAS provides tools to automate scheduling rules and give real-time schedule visibility. The implementation team will work with your department's scheduling staff to configure the system around your workflows — not the other way around.

What is the implementation schedule for those not currently using QAS?

For departments currently not using QGenda for Advanced Scheduling, the rollout schedule is as follows:

• Wave 1 (May 1-Aug.): Internal Medicine, Transplant, Urology, Dermatology, Pediatric Urology, General Surgery, Family Medicine, Surgery (Cardiac), and Infectious Disease
• Wave 2 (Sept. 1- Dec.): Neurology, Medicine/Cancer Center, Otolaryngology, VAD (Ventricular Assist Device) - Heart Failure IP, Physical Medicine & Rehab (PM&R), Radiation Oncology, Neuro Oncology, Neuro Surgery, Northridge Internal Medicine, Cardiology
• Wave 3 (Jan. 1-April): ED/Shift Admin, Medicine, OR, Orthopedics, Allergy

What will the implementation look like for those not using QAS?

Each department will be assigned two dedicated QGenda resources who will work closely with designated points of contact to understand the department's unique structure, evaluate requirements, and determine the optimal configuration to meet its specific needs. QGenda will then oversee the build of the department's instance, lead validation testing, and provide comprehensive training to all relevant team members prior to go-live. When meeting with Qgenda, we encourage Departments to share their current process and ask what features QAS offers that will be of immediate benefit what which could be incorporated over time.

What does this initiative look like for those departments already on the instance of QAS?

QGenda representatives will reach out to those departments to determine whether they would like to adjust or augment their current QAS workflows. When meeting with Qgenda, we encourage Departments to share their current process and ask what features QAS offers that will be of immediate benefit what which could be incorporated over time.

For Departments Already Using QGenda Advanced Scheduling

Which departments are currently using QAS and need to merge to the instance?

In assessing current use, we have identified the following departments with a unique instance of QGenda Advanced Scheduling: Ophthalmology, Pathology, Pediatrics, Division of Critical Care, Pediatrics, Plastic Surgery, Maxillofacial, and Oral Health, Psychiatry and Neurobehavioral Sciences, Endocrinology, Gastroenterology and Hepatology, Nephrology, Pulmonary and Critical Care Medicine, Rheumatology, Transplant Services, General, Palliative, and Geriatric Medicine, Hospitalists, OB/GYN, Radiology and Medical Imaging, and Anesthesia Technologists. Others may be identified as we assess current use.

What is changing for departments that already use QAS?

UVA Health is consolidating all individual departmental QGenda instances into a single instance. This is intended to be minimally disruptive. Your existing customizations — staff targets, daily scheduling sums, automation rules — will be preserved. Some system-level settings, such as task naming conventions and required tags, may be adjusted to align with health system standards and support cross-department visibility.

What is the implementation schedule for those currently using QAS?

For departments currently using QGenda for Advanced Scheduling and need to merge to the instance, the rollout schedule is as follows. Departments are currently being assigned to these waves:

• Wave 1 (May 18-July 25)
• Wave 2 (July 27-Oct. 2)
• Wave 3 (Oct. 5-Dec. 18)

What will the implementation look like for those already using QAS?

Each department will be assigned a QGenda resource who will work closely with designated points of contact to evaluate current workflows — determining what functions to retain, what to leave behind, and where improvements can be made to maximize efficiency. QGenda will then manage the data migration from the existing QAS instance to the new one, after which departments will have time to review and validate that all information has transferred accurately and is functioning as expected.

Will we lose our department-specific configurations?

No. The project team's priority is to maintain the functionality your department relies on. A QGenda representative will be assigned to your department to review your current setup before consolidation. Changes to department-specific settings will not happen without direct consultation.

Will our users need to complete a new access or security process?

Departments participating in the Instance Consolidation project will retain the ability to add new QGenda “Staff” for daily scheduling needs. However, to comply with security best practices, departments will no longer have access to the “Email” field for user accounts.

To add an email address to a user’s account — and grant access to QGenda — the appropriate AMP request process must be followed. Additional details and training will be provided to each department during their participation in the Instance Consolidation project.

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Technical and Integration Questions

Will QAS integrate with Epic?

Yes. A Unified Communications project is underway to build an integration between QGenda On-Call and Epic's On-Call Finder, with a planned go-live of May 20, 2026. This will allow on-call provider information in QGenda to be visible directly within Epic.

Will QAS integrate with New Innovations for resident scheduling?

Yes. An integration between QGenda and New Innovations is in scope for University Medical Center Provider Scheduling implementation. This will allow resident rotation tasks in QGenda to map to New Innovations entries, improving coordination between the two systems.

Will QGenda On-Call look or feel different after QAS is implemented?

Qgenda On-Call system will be mostly unchanged with only some additional functionality included with Advanced Scheduler.

What happens after QAS goes live? Can departments make changes?

Yes. This is not a “one and done” project. Departments may add features and processes over time to get the most out of QAS.

Communication and Support

How will we be kept informed as the project progresses?

The project team is committed to consistent, proactive communication. Updates will be shared through department leaders and POCs at key milestones — including timeline confirmations, wave assignments, and go-live information. Steering Committee members are also available at department leadership forums.

Who do I contact with questions or concerns?

• QGenda product questions: Contact Colby Minear or Krista DesRoches, UVA Health QGenda System Administrators.
• Concerns requiring executive attention: Reach out to the Office of the UPG CEO.

You can also contact your department's designated QAS point of contact. List to be included shortly.