Scheduling Specialist

AdaptHealth, LLC; Elmhurst (IL); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Competitive benefits

401(k) with company match

Paid time off & holidays

Employee stock purchase plan

Parental leave

Job summary

AdaptHealth, LLC is seeking a Scheduling Specialist to coordinate home medical equipment deliveries, setups, and service visits. You will work closely with patients, physicians, and field teams to ensure timely care and exceptional service at home.

The ideal candidate is organized, compassionate, and thrives in a fast-paced environment, with opportunities to contribute to patient outcomes daily.

Qualifications

• High school diploma or equivalent required.
• 1 year healthcare scheduling, customer service, or admin experience preferred.
• DME/PAP/oxygen experience preferred but not required.

Responsibilities

• Prioritize emergency oxygen deliveries and urgent replacements.
• Schedule deliveries, setups and multi-visit installations for DME, PAP, and oxygen equipment.
• Arrange maintenance visits, exchanges, and pickups per care plans.
• Coordinate with physicians, home health agencies, and discharge planners.
• Confirm appointments and communicate changes with empathy and professionalism.
• Manage changes, cancellations and optimize routes and slots.
• Use scheduling systems to keep records and generate reports.

Skills

Communication skills

Time management

Multitasking

Empathy & customer service

Computer proficiency

Education

High school diploma or equivalent

Associate's degree in healthcare admin or related field

Tools

Scheduling software

Job description

About AdaptHealth

At AdaptHealth we offer full-service home medical equipment and related services that empower patients to live their best lives – beyond the hospital and at home.

With supporting locations across the nation, AdaptHealth is the vital link in the healthcare ecosystem that bridges the gap between patients, providers, and high-quality, compassionate care.

If you’re passionate about making a meaningful and lasting difference in the lives of patients, we invite you to explore a career with AdaptHealth.

The Adapt Difference

• Commitment to Our People – Support, Development, and Advancement Opportunities
• Competitive Compensation and Incentives
• Comprehensive Total Rewards & Benefits
• Industry-Leading Care & Innovation
• Responsible Environmental Stewardship

About the Role

Scheduling Specialist

The Scheduling Specialist helps patients receive the equipment they need to breathe easier and live more comfortably at home. This role coordinates deliveries, setups, and service visits for DME, PAP, and oxygen therapy, working closely with patients, physicians' offices, and field teams to ensure care arrives on time. The ideal candidate is organized, compassionate, and thrives in a fast-paced environment, with the opportunity to make a meaningful difference in patients' lives every day.

Core Responsibilities

• Prioritize and expedite critical needs such as emergency oxygen deliveries, CPAP failures, and urgent replacements, including after-hours and weekend coverage when required.
• Schedule deliveries, setups, and multi-visit installations for DME, PAP, and oxygen equipment based on patient needs and technician availability.
• Arrange maintenance visits, equipment exchanges, compliance checks, and pickups of returned, discontinued, or recalled equipment in line with manufacturer requirements and care plans.
• Partner with physicians' offices, home health agencies, and hospital discharge planners to time equipment delivery with patient discharge and treatment plans.
• Confirm appointments, share delivery windows, communicate changes or delays, and answer scheduling questions with empathy and professionalism.
• Handle changes, cancellations, and rescheduling while resolving conflicts and optimizing daily routes and appointment slots.
• Use scheduling, route optimization, and patient management systems to keep records, delivery instructions, and appointment outcomes accurate and current.
• Prepare daily, weekly, and monthly scheduling reports and performance metrics for management.
• Follow scheduling protocols, support quality initiatives, protect patient confidentiality under HIPAA, complete required training, and comply with AdaptHealth's Compliance Program.
• Perform other related duties as assigned.

Why You're the Best Fit

• High school diploma or equivalent required
• Associate's degree in Business Administration, Healthcare Administration, or a related field preferred but not required
• One (1) year of experience in healthcare scheduling, customer service, or administrative support
• Experience with DME, PAP, patient care, and oxygen therapy is preferred but not required
• Excellent verbal and written communication skills, with professional phone manners
• Strong computer proficiency, ability to work with software systems to support the roles responsibilities
• Strong time management and multitasking skills, with the ability to manage competing priorities
• Work experience in a fast-paced environment
• Empathy, patience, and a commitment to exceptional customer service

Work Environment

• Physical Requirements: Each role has a unique set of physical demands and work environment(s) that an employee will encounter while performing the essential function of the job. Reasonable accommodations may be made to enable individuals with disability(s) to perform the essential functions. For more detail surrounding these requirements please inquire upon application selection.

Compensation

• Compensation is based on experience, location and role level

Total Rewards & Benefits Program

• Comprehensive medical, dental and vision coverage (eligible first of the month following hire)
• 401(k) with company match
• Paid Time Off Plans including 6 paid holidays
• Employee Stock Purchase Plan
• Paid Parental Bonding Leave
• Short and Long-term Disability Insurance
• Life and AD&D Insurance
• Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)
• CVS Minute Clinic and Teledoc access
• Spousal Advantage Reimbursement Plan
• Identity Theft Protection and Legal Plan

*Applicable waiting periods apply

Requirements Disclosure

• Company conducted Background Check is required for all roles
• Company conducted Motor Vehicle Record Check is required for driving roles
• Clinical roles require valid licensure/certification, where applicable

In accordance with Florida law, candidates applying for positions located in Florida are required to undergo background screening through the Florida Care Provider Background Screening Clearinghouse, as applicable. As required, we are providing all applicants with access to the Clearinghouse Education and Awareness website: https://info.flclearinghouse.com

In accordance with California law, candidates applying for positions located in California that require on-site presence at a Home Medical Device Retailer (HMDR) facility must obtain a California Department of Public Health (CDPH) Exemptee License. This license requires completion of state-approved training and a course completion certificate, as HMDR facilities are required to have an Exemptee physically present during all hours of operation in lieu of a pharmacist. Applicants must include proof of required training with their license application or disclose their intent to obtain. More information on the CDPH HMDR program and approved training options can be found here: https://www.cdph.ca.gov/Programs/CEH/DFDCS/Pages/FDBPrograms/HomeMedicalDeviceRetailProgram.aspx

AdaptHealth is an equal opportunity employer and does not unlawfully discriminate against employees or applicants for employment on the basis of an individual’s race, color, religion, creed, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, or any other status protected by applicable law. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination.