Scheduling Specialist

TEEMA Group; San Jose (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

TEEMA Solutions Group is seeking a highly organized Scheduling Specialist to join our vibrant team in San Jose, California. You will be responsible for coordinating patient appointments and managing team schedules to ensure efficient healthcare delivery.

The ideal candidate will have at least 1 year of experience in a healthcare setting, excellent communication skills, and the ability to thrive in a fast-paced environment. This is a full-time, fully on-site position where adaptability and proactivity are key to enhancing the care experience for our patients.

Qualifications

• Minimum of 1 year of healthcare experience.
• Hands-on experience with Electronic Medical Records (EMR) system.
• Strong professional communication skills.

Responsibilities

• Schedule patient appointments and manage conflicts.
• Handle incoming calls and emails efficiently.
• Update team schedules and improve workflows.

Skills

Healthcare Experience

Data Entry Skills

Customer Service Orientation

Organizational Skills

Problem Solving Abilities

Independence

Cultural Competency

Job description

Are you a highly organized professional who thrives in a dynamic environment and loves helping others? As a Scheduling Specialist, you will play a vital role in ensuring our patients receive the high-quality, timely care they deserve. In this central position, you will manage two essential functions: beautifully coordinating patient appointments and maintaining accurate team schedules. Serving as a crucial bridge between patients, families, providers, and colleagues, you will deliver outstanding customer service that truly elevates the care experience. If you are a proactive problem-solver who enjoys working in a fast-paced, collaborative setting where your daily efforts directly impact the well-being of seniors, we invite you to join our mission-driven team!

Duties & Responsibilities

• Appointment Coordination: Seamlessly schedule patient appointments, expertly troubleshooting scheduling conflicts or urgent care needs while consistently meeting established appointment turnaround times.
• Schedule Optimization: Promptly manage cancellation and rescheduling requests from both team members and patients, ensuring all changes are accurately updated and communicated to everyone involved.
• Responsive Communication: Serve as a welcoming point of contact by handling incoming phone calls and emails. Screen, transfer, and resolve requests efficiently while maintaining strict documentation standards.
• Proactive Outreach: Conduct friendly appointment confirmations and reminder calls to patients, updating schedule records to reflect any changes.
• Team Schedule Management: Maintain and update team member availability within our source systems, ensuring all open time slots are accurately reflected.
• Process Improvement: Continuously review scheduling workflows to enhance efficiency, streamline daily operations, and suggest creative process enhancements.
• Team Support & Guidance: Offer helpful guidance and support to staff members regarding scheduling processes and procedures, keeping the team well-informed.
• Meticulous Documentation: Maintain up-to-date, secure, and accurate records of all appointments and communications in accordance with department protocols.
• Privacy & Compliance: Protect the privacy and absolute confidentiality of all company procedures, team members, patients, and families. Participate in required quality improvement activities, staff training, and meetings.
• Adaptability: Maintain a collaborative relationship with your supervisor regarding workload priorities, and remain flexible to work a varied schedule (including potential evenings and weekends) as business needs evolve.

Required Qualifications

• Healthcare Experience: Minimum of 1 year of experience working within a healthcare setting.
• Technical Skills: Excellent and accurate data entry skills across multiple software platforms, including at least 1 year of hands‑on experience utilizing an Electronic Medical Record (EMR) system.
• Customer Service: Outstanding customer service orientation, with a strong talent for professional telephone and written communication.
• Organizational Excellence: Exceptional organizational and prioritization skills with a proven ability to thrive and multi‑task in a fast‑paced environment.
• Problem‑Solving: Strong problem‑solving abilities and resilience when navigating scheduling or operational challenges.
• Independence: Demonstrated ability to work successfully and independently with minimal supervision.
• Cultural Competency: Experience and genuine competency working with people from diverse backgrounds and cultures, along with a deep commitment to unlocking the full potential of vulnerable seniors.

Desired Qualifications

• Specialized Setting: Prior experience working within a healthcare model dedicated to comprehensive, coordinated care for seniors is a definite plus.

Location and Work Type

Work Type: Full‑Time

Work Setting: Fully on‑site, offering a vibrant and highly collaborative team environment.