Scheduling Specialist

Community Health Systems; Jefferson City (IL); On-site; USD 36,000 - 54,000; Full time

Job summary

Community Health Systems is seeking a Scheduling Specialist to manage patient and physician scheduling across departments, ensuring efficient use of resources and high-quality care.

You will coordinate appointments, tests, and follow-ups, notify patients of confirmations or changes, and maintain accurate data in the scheduling system and EMR. The role requires strong communication and organizational skills in a fast-paced setting.

Qualifications

• Associate degree or certification in Healthcare Administration or Medical Office Administration preferred.
• 0–2 years of experience in medical scheduling, admin support, or customer service preferred.
• 0–2 years of EMR scheduling or front desk experience preferred.

Responsibilities

• Schedules patient appointments for consultations, tests, procedures, and follow-ups with proper time/resource allocation.
• Notifies patients of confirmations, cancellations, or reschedules with necessary information and instructions.
• Enters and updates patient information into the scheduling system and/or EHR.
• Coordinates with medical staff to align appointments with clinical priorities and optimize provider schedules.
• Tracks cancellations/no-shows and reschedules as needed to minimize disruptions.
• Provides general administrative support including answering calls and handling referrals and patient files.

Skills

Appointment scheduling

Customer service

Data entry

Communication

Time management

Education

Associate Degree or certification in Healthcare Administration/ Medical Office Administration

Tools

EMR systems

Scheduling software

Microsoft Office Suite

EHR software

Job description

Job Summary

The Scheduling Specialist is responsible for managing and optimizing the scheduling process for patients and physicians offices within the hospital or medical facility. This role involves coordinating appointments, procedures, and treatments across departments to ensure efficient utilization of resources and high-quality patient care. The Scheduling Specialist serves as a key liaison between patients, medical staff, and administrative teams, ensuring timely and accurate scheduling while providing excellent customer service.

Essential Functions

• Schedules patient appointments for consultations, tests, procedures, and follow-ups, ensuring proper allocation of time and resources.
• Notifies patients of appointment confirmations, cancellations, or reschedules, as well as providing necessary information and instructions, ensuring a high level of patient satisfaction.
• Accurately enters and updates patient information into the electronic health records (EHR) or scheduling system.
• Works closely with medical staff to align patient appointments with clinical priorities and optimize provider schedules.
• Tracks and manage patient cancellations and no-shows, ensuring timely rescheduling and minimizing disruptions.
• Provides general administrative assistance, including answering calls, managing patient referrals, and coordinating patient files.
• Receives orders from the Order Facilitator and reviews to make sure the orders are valid and complete.
• Asks patients the necessary questions for specific tests and provide the required procedure preparation or instructions.
• Prioritizes work efficiently, including processing STAT order timely.
• Notifies ordering offices if unable to contract their patient to schedule procedures.
• Offers alternative scheduling options when needed to accommodate patient preferences and medical needs.
• Communicates with physicians, nurses, and other medical professionals to ensure appointments are properly scheduled based on clinical priorities and patient needs.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• Associate Degree or certification in Healthcare Administration, Medical Office Administration, or a related field preferred
• 0-2 years of experience in medical scheduling, administrative support, or customer service preferred
• 0-2 years of experience with electronic medical record (EMR) systems, scheduling software, or medical front desk operations preferred

Knowledge, Skills and Abilities

• Strong knowledge of appointment scheduling, patient flow management, and administrative procedures.
• Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.
• Excellent verbal and written communication skills to effectively interact with patients, medical staff, and administrative teams.
• High attention to detail and accuracy, particularly in data entry and record-keeping.
• Ability to work in a fast-paced environment while maintaining a calm, professional demeanor.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and hospital scheduling or EHR software.
• Knowledge of medical terminology is a plus.