Schedule Coordinator

Baseline Medical; Fairfax (VA); On-site; USD 25,000 - 33,000; Part time

Benefits offered by this job

Bonus based on performance

Company parties

Employee discounts

Free food & snacks

Wellness resources

Job summary

Baseline Medical in Fairfax, VA is seeking a Schedule Coordinator to act as the operational hub coordinating patients, in-field staff, and day-to-day scheduling needs. This part-time, on-site role requires strong organization, multitasking, and excellent communication to deliver a concierge-level patient experience.

You'll manage appointments, respond to urgent changes, and optimize provider schedules while ensuring HIPAA compliance and accurate data entry.

Qualifications

• 1-2 years of medical scheduling or patient coordination experience.
• Experience coordinating multiple providers and changing patient needs.
• Ability to manage competing priorities and meet deadlines with accuracy.

Responsibilities

• Answer calls, texts, emails, and other communications to schedule patients.
• Set appointments ensuring optimal scheduling and resource use.
• Monitor provider availability and adjust schedules for cancellations or emergencies.
• Review scheduling requests for completeness and obtain missing information.
• Collaborate with nurses, providers, and leadership to resolve conflicts.
• Perform data entry, record maintenance, and patient documentation per SOPs.
• Ensure patient information is handled per HIPAA and privacy regulations.
• Support daily workflow by coordinating appointment logistics and interdepartmental communication.
• Use scheduling software and technology to manage schedules efficiently.
• Deliver a compassionate, professional concierge experience in every interaction.

Skills

Scheduling coordination

Healthcare operations

Multitasking under pressure

Education

High School Diploma or GED

Healthcare administration/related field (preferred)

Tools

EMR/EHR

Scheduling software

Microsoft Office

Job description

Benefits

• Bonus based on performance
• Company parties
• Employee discounts
• Free food & snacks
• Wellness resources

Baseline Medical is a women-owned, nurse-led company redefining how medical care is delivered across the DMV. We provide mobile medical services and IV therapy to patients in their homes, hotels, and offices - bringing high-quality clinical care directly to where people are. Baseline Medical is seeking an experienced Schedule Coordinator who thrives in a fast-paced environment and brings strong scheduling, coordination, and problem-solving skills. Experience in healthcare or logistics is a plus.

This is not a traditional customer service or receptionist role. The ideal candidate is highly organized, adaptable, and comfortable managing multiple moving pieces while coordinating patients, in-field staff, and day-to-day scheduling needs. Experience in a medical, home health, logistics, or similar fast-paced environment is preferred.

Position Overview

As a Schedule Coordinator, you'll serve as the operational hub between patients, nurses, providers, and internal leadership. You'll coordinate mobile wellness/illness appointments, optimize nurse and provider schedules, respond to urgent scheduling changes, and ensure every patient receives a seamless concierge experience.

Success in this role requires excellent judgment, strong organizational skills, and the ability to remain calm while managing multiple priorities in a fast-paced environment.

Schedule

This is a part-time, fully on-site position at our Fairfax, VA headquarters, offering 2-4 rotating shifts per week. Remote or hybrid work is not available. Weekend availability is required.

Sample Shift Times: (subject to change)

• Sunday - Thursday
  • AM Shift: 7:45am - 1:45pm
  • PM Shift: 1:30pm - 9:30pm
• Friday - Saturday
  • AM Shift: 7:45am - 6:00pm

Responsibilities

• Answer incoming phone calls, text messages, emails, and other communication mediums
• Set appointments for patients, ensuring optimal scheduling and efficient use of resources
• Monitor provider availability and adjust schedules throughout the day based on cancellations, emergencies, traffic, and appointment changes
• Review scheduling requests for completeness and obtain any additional information necessary before appointments
• Collaborate closely with nurses, providers, and leadership to resolve scheduling conflicts and operational challenges
• Perform various administrative duties, including data entry, record maintenance, and patient documentation in accordance with the company's standard operating procedures
• Ensure patient information is handled in accordance with HIPPA and compliance with privacy regulations
• Support daily operational workflow by managing appointment logistics and coordinating timely communication between departments
• Utilize scheduling software, and other technology platforms to manage schedules and appointments efficiently
• Deliver a compassionate, professional, concierge-level experience during every patient interaction

Qualifications

• Minimum 1-2 years of experience in medical scheduling, patient coordination, or a similar healthcare operations experience role
• Experience coordinating multiple providers and changing patient needs
• Demonstrated ability to manage competing priorities, adapt quickly to changing circumstances, and consistently meet deadlines with accuracy

Preferred Experience

Experience in one or more of the following healthcare settings:

• Home health
• Mobile healthcare operations
• Medical practices
• Concierge medicine
• Urgent care
• Specialty clinics
• Multi-provider scheduling
• Healthcare dispatch or logistics coordination
• Other similar patient-care environments

Technical Knowledge

• Experience using Electronic Medical Records (EMR/EHR) and medical scheduling software
• Proficiency in Microsoft Office and other scheduling or communication platforms
• Comfortable learning and adapting to new technology
• Understanding of HIPPA requirements and patient confidentiality standards
• Knowledge of medical terminology is highly desirable

Professional Skills

• Excellent written and verbal communication skills.
• Exceptional organizational and time management abilities.
• Strong critical thinking and problem-solving skills.
• Ability to prioritize multiple competing tasks in a fast-paced environment
• Strong attention to detail and follow-through
• Professional, compassionate, and patient-focused approach.
• Collaborative team player with a positive attitude

Education

• High School Diploma or GED required
• Additional education in healthcare administration, medical assisting, health sciences, or a related field is preferred

What Makes Someone Successful Here

The most successful Schedule Coordinators at Baseline Medical are people who enjoy solving complex scheduling challenges, communicate confidently with both patients and the clinical team, remain composed under pressure, and genuinely care about delivering an outstanding patient experience. They anticipate problems before they occur, adapt quickly to changing priorities, and understand that behind every appointment is a patient relying on us for timely care.