Scheduling Coordinator

TEEMA; San Jose (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

TEEMA is seeking a Center Scheduler to ensure timely, coordinated patient care through in-house and external appointment management in a CA setting. You will work under the Program Manager, acting as a liaison among patients, families, providers, and the care team.

Responsibilities include referrals, documentation, system entry, and coordination of transportation, meals, and translation services. A strong communicator with healthcare scheduling experience is preferred.

Qualifications

• Minimum 2 years in a healthcare setting; elder care experience preferred.
• Knowledge of healthcare operations with scheduling and billing across diverse patient populations.
• Excellent written and verbal communication skills.
• Proficiency with computers and healthcare scheduling or practice management systems.
• Flexible, proactive, and willing to support all aspects of organizational operations.
• Bilingual in English and Cantonese, Mandarin, Vietnamese, or Spanish.

Responsibilities

• Generate referrals and schedule in-house and external appointments.
• Prepare documentation for medical and specialty visits.
• Cancel or reschedule appointments; notify patients promptly.
• Enter and maintain all appointments in the scheduling system.
• Complete and manage paperwork related to medical appointments.
• Coordinate appointment-related services, including transportation and meals.
• Provide coverage for other schedulers as needed.
• Communicate clearly with providers, patients, families, and team members.

Skills

Healthcare scheduling

Patient communication

Bilingual: English + Cantonese/Mandari

Billing systems

Computer proficiency

Practice management software

Tools

Practice management software

Job description

The Center Scheduler plays a vital role in ensuring smooth, timely, and coordinated patient care by managing both in-house and external medical appointments. Under the direction of the Program Manager, this position serves as a key point of coordination between patients, families, providers, and the care team. This is an excellent opportunity for a detail-oriented healthcare professional who enjoys organization, collaboration, and making a meaningful impact on patient access to care.

Duties

• Generate specialty referrals and schedule both in-house and external medical appointments.
• Prepare and provide all required documentation for medical and specialty appointments.
• Cancel or reschedule appointments as needed and notify patients and families promptly.
• Enter, track, and maintain all in-house and external appointments within the scheduling system.
• Complete and manage paperwork related to all medical appointments.
• Schedule and coordinate audiology, podiatry, dental, optometry, and other specialty referrals.
• Generate referral forms for visiting Primary Care Physicians (PCPs) and enter them into the scheduling system.
• Send completed appointment documentation to PCPs following patient visits.
• Obtain, track, and manage diagnostic requests and billing forms as required.
• Prepare podiatry-related forms for podiatry visits.
• Communicate clearly and professionally—both verbally and in writingw ith providers, patients, families, and team members.
• Update the scheduling system promptly to reflect appointment changes.
• Prepare and maintain monthly specialist calendars within practice management software.
• Provide coverage for other schedulers as needed.
• Contact facilities to obtain test results when not received in a timely manner.
• Prepare appointment-related paperwork for meals and transportation coordination.
• Coordinate appointment-related services, including transportation, meals, translation, and patient escorts.
• Perform all other reasonably related duties as assigned.

Required Qualifications

• Minimum of two (2) years of experience in a healthcare setting; experience working with elderly populations preferred.
• Knowledge of healthcare operations with demonstrated experience in medical scheduling and billing across diverse patient populations.
• Excellent written and verbal communication skills.
• Proficiency with computers and healthcare scheduling or practice management systems.
• Flexible, proactive, and willing to support all aspects of organizational operations.
• Bilingual in English and Cantonese, Mandarin, Vietnamese, or Spanish.

Desired Qualifications

• Experience working in a multi-specialty or community-based healthcare environment.
• Strong organizational skills with the ability to manage multiple priorities effectively.
• Experience coordinating ancillary services such as transportation, meals, or translation support.