Scheduling Coordinator

TEEMA Group; San Jose (CA); On-site; USD 30,000 - 39,000; Full time

Job summary

TEEMA Group is seeking a Center Scheduler to ensure smooth, timely patient care by coordinating in-house and external appointments under the Program Manager. The role acts as a key liaison among patients, families, providers, and the care team, requiring strong organization and collaboration.

This role involves generating referrals, scheduling, preparing documentation, updating the scheduling system, and coordinating ancillary services to support patient access to care.

Qualifications

• Minimum of two years in a healthcare setting.
• Experience scheduling and billing across diverse patient populations is preferred.
• Excellent written and verbal communication skills.
• Proficiency with computers and healthcare scheduling or practice management systems.

Responsibilities

• Generate referrals and schedule in-house and external appointments.
• Prepare and provide documentation for medical appointments.
• Cancel or reschedule appointments and notify patients promptly.
• Enter and maintain all appointments in the scheduling system.

Skills

Excellent written and verbal comms

Bilingual English & Cantonese/Mandarin

Scheduling software proficiency

Tools

Practice management systems

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.