Scheduling Coordinator

TEEMA Group; Los Angeles (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

TEEMA Solutions Group is seeking a Scheduling Coordinator for a full-time contract in California. The role coordinates complex scheduling across multiple clinics and specialists, tracks pre-authorizations, and maintains patient communications to ensure smooth clinical operations.

The ideal candidate has at least two years in medical scheduling, experience with EHR systems (Athena, Epic, eClinicalWorks), and strong organizational skills to manage high-volume workflows.

Qualifications

• Minimum of two years of medical scheduling or referral management experience.
• Geriatric patient population sensitivity and communication skills.
• Proficiency with EHR systems (Athena, Epic, eClinicalWorks) and scheduling tools.
• Strong organizational, multi-tasking, and time-management abilities in high-volume settings.
• High school diploma or equivalent medical admin program completion.

Responsibilities

• Manage calendars for multiple on-site and field-based specialists, filling vacancies.
• Schedule complex appointments and align with provider availability.
• Distribute accurate weekly and monthly schedules to teams.
• Contact participants to confirm visits, provide instructions, and handle changes.
• Track pre-authorizations and insurance referrals in the EHR.
• Prepare and bundle medical records for specialist review.
• Coordinate with MAs, Center Managers, and vendors to minimize delays.
• Maintain audit-ready logs of referrals and appointments.
• Other duties as assigned.

Skills

Healthcare scheduling

Geriatric awareness

Technical aptitude

Administrative precision

Education

High school diploma

Tools

Athena

Epic

eClinicalWorks

Job description

Are you an organized, detail-oriented administrative professional who thrives in a fast-paced medical environment? We are seeking a highly collaborative Scheduling Coordinator for a full-time contract position.

In this specialized administrative role, you will be responsible for the complex, end-to-end scheduling coordination between our primary care clinics, senior participants, and on-site or external Specialty Care Providers (such as podiatry, cardiology, optometry, and orthopedics). You will balance high-volume appointment logistics with insurance authorization tracking, medical records coordination, and direct patient communication. If you are an empathetic communicator who enjoys solving logistical puzzles and keeping clinical operations running smoothly, we invite you to join our team.

Duties & Responsibilities

Specialist Calendar & Appointment Management

Calendar Optimization: Manage, review, and maximize the daily calendars for multiple on-site and field-based Specialty Care Providers, proactively identifying and filling open appointment vacancies.

Appointment Coordination: Schedule complex routine, follow-up, and diagnostic appointments for participants, ensuring all internal and external specialty consultations are perfectly aligned with provider availability.

Schedule Distribution: Provide clean, accurate weekly and monthly schedules to on-site Specialists, clinical coordinators, and clinic leadership teams.

Patient Outreach: Contact participants and their families or caregivers to confirm upcoming specialty visits, communicate pre-appointment instructions, and manage cancellations or dynamic rescheduling requests.

Administrative & Authorization Support

Pre-Authorization Tracking: Verify that all required medical referrals and insurance authorizations are fully secured and documented in the electronic health record (EHR) system prior to the specialist encounter.

Records Preparation: Coordinate with clinical teams to ensure history of current conditions, recent primary care notes, lab results, and relevant diagnostic images are bundled and ready for the specialist's review.

Interdisciplinary Alignment: Partner closely with Medical Assistants (MAs), Center Managers, and external vendor offices to facilitate smooth transitions of care and minimize patient wait times.

Data Management: Maintain thorough, structured, and audit-ready tracking logs of all specialist referrals, scheduled appointments, and pending consultation reports.

Other duties as assigned.

Required Qualifications

Experience & Skills

Healthcare Sourcing: Minimum of two (2) years of medical scheduling, administrative coordination, or referral management experience within an outpatient clinic, specialty practice, or managed care environment.

Geriatric Awareness: Experience working with, or a strong sensitivity toward, the unique communication and logistical needs of a frail or elderly patient population.

Technical Aptitude: Strong proficiency utilizing Electronic Health Record (EHR) software (such as Athena, Epic, or eClinicalWorks) and advanced scheduling platforms.

Administrative Precision: Exceptional organizational, multi-tasking, and time-management skills in high-volume settings where accuracy is critical.

Education & Compliance

Education: High school diploma, equivalent, or graduation from an accredited medical administrative program.

Regulatory Compliance: Solid foundational knowledge of medical insurance terminology, referral workflows, and strict HIPAA patient privacy regulations.

Desired Qualifications

Language Skills: Bilingual verbal and written fluency in English and Spanish is highly preferred.

Payer Knowledge: Familiarity with Medicare, Medicaid/Medi-Cal, and managed care pre-authorization processes.

Location and Work Type

Work Type: Full-Time Contract Position (40 hours per week).

Work Setting: Clinic-facing operational setting (specific California site assignment to be finalized upon placement).

Schedule: Standard business hours, Monday through Friday (e.g., 8:00 AM – 4:30 PM).