Scheduling Specialist

Community Health Systems, Inc.; Tennessee; On-site; USD 38,000 - 54,000; Full time

Job summary

Community Health Systems, Inc. in Tennessee is seeking a Scheduling Specialist to manage patient and physician scheduling across departments in a fully on-site role.

You will coordinate appointments, procedures, and treatments to optimize resource use and maintain high-quality patient care. You will liaise with patients, clinicians, and administrative teams, accurately enter data into the EHR, confirm appointments, handle cancellations, and support patient flow and scheduling accuracy.

Qualifications

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

Responsibilities

• Schedules patient appointments for consultations, tests, procedures, and follow-ups.
• Notifies patients of confirmations, cancellations, and reschedules with clear instructions.
• Enters and updates patient information into the EHR or scheduling system accurately.
• Coordinates with medical staff to align appointments with clinical priorities.
• Monitors cancellations and no-shows and reschedules as needed.
• Provides general administrative assistance and handles referrals and patient files.
• Reviews orders to ensure validity and completeness.
• Questions patients to prepare for tests and provides required instructions.
• Prioritizes work and handles STAT orders promptly.
• Notifies ordering offices if scheduling is not possible and offers alternatives.
• Communicates with physicians, nurses, and staff to ensure proper scheduling.

Skills

Appointment scheduling

Customer service

Communication

Multitasking

Education

Associate Degree or certification in Healthcare Administration, Medical Office Administration, or a related field

Tools

EMR software

Scheduling 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. This role is fully on-site and does not offer remote or hybrid work options.

Essential Functions

• Work Location: 100% On-Site
• 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.