Scheduling Specialist - Alabama Cardiovascular Group

Grandview Medical Center - Birmingham, AL; Birmingham (AL); On-site; USD 32,000 - 52,000; Full time

Job summary

Grandview Medical Center - Birmingham, AL is seeking a Scheduling Specialist to manage patient and physician scheduling across departments. The role focuses on efficient appointment coordination, accurate data entry in the EHR, and ensuring high levels of patient service.

The candidate will work with physicians, nurses, and administrative staff to prioritize schedules, minimize no-shows, and provide clear appointment instructions while maintaining professionalism in a fast-paced hospital setting.

Qualifications

• Associate degree or certification in healthcare administration or related field preferred.
• Experience with medical scheduling, EMR systems, or front desk operations preferred.
• Strong organizational and communication skills.

Responsibilities

• Schedule patient appointments for consultations, tests, procedures, and follow-ups.
• Notify patients of confirmations, cancellations, or reschedules with clear instructions.
• Enter and maintain patient information in the EHR/scheduling system.
• Coordinate with medical staff to align with clinical priorities.
• Track cancellations or no-shows and reschedule promptly.

Skills

Appointment scheduling

Patient service

Communication

Time management

Microsoft Office

Education

Associate degree in healthcare administration or related field

Tools

EMR systems

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.

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.