Scheduling Specialist

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

Job summary

TEEMA is seeking a Scheduling Specialist to coordinate patient appointments and manage team schedules on-site in a dynamic healthcare setting. You will act as a bridge between patients, families, providers, and staff, delivering excellent customer service and precise scheduling support.

In this role, you will adapt to a fast-paced environment, handle confirmations and reminders, and contribute to process improvements while maintaining strict documentation and privacy standards essential to

Qualifications

• Minimum 1 year in a healthcare setting.
• Accurate data entry across multiple software platforms, with EMR experience.
• Outstanding customer service orientation and professional communication.
• Exceptional organizational and prioritization skills in a fast-paced environment.
• Strong problem-solving abilities and resilience with scheduling challenges.
• Ability to work independently with minimal supervision.
• Experience working with diverse populations, including seniors, with cultural competency.
• Familiarity with coordinating patient appointments and team schedules.

Responsibilities

• Coordinate patient appointments and resolve scheduling conflicts.
• Manage cancellations and rescheduling with timely updates to all parties.
• Handle phone calls and emails, screen and transfer requests, document meticulously.
• Confirm appointments and remind patients, updating records as needed.
• Maintain team availability in source systems and reflect open time slots.
• Review and improve scheduling workflows to boost efficiency.
• Provide guidance to staff on scheduling processes and procedures.
• Ensure secure, up-to-date documentation in accordance with protocols.
• Protect privacy and comply with quality improvement activities and training.

Skills

Healthcare Experience

Data Entry

Customer Service

Organizational Skills

Problem-Solving

Independence

Cultural Competency

EMR Proficiency

Tools

EMR System

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.