Scheduling Specialist - Cardiothoracic Surgeons

Grandview Medical Center - Birmingham, AL; Birmingham (AL); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Competitive pay

Health insurance

Dental/vision coverage

401(k) with company match

Paid time off

Career development

Certification reimbursement

Student loan support

Employee rewards programs

Job summary

Grandview Medical Center - Birmingham, AL is seeking a Scheduling Specialist to manage patient and physician office scheduling to optimize resources and patient care. The role serves as a liaison among patients, staff, and administration with a focus on accuracy and service quality.

Responsibilities include coordinating appointments, entering data in the EHR, and ensuring timely communications while supporting front desk operations and referrals.

Qualifications

• Associate Degree or healthcare admin certification preferred.
• 0–2 years in medical scheduling, admin support, or customer service preferred.
• 0–2 years with EMR systems or scheduling software preferred.

Responsibilities

• Schedules patient appointments for consultations, tests, procedures, and follow-ups.
• Notifies patients of confirmations, cancellations, or reschedules with clear instructions.
• Enters and updates patient information in the EHR/scheduling system.
• Coordinates with medical staff to align appointments with clinical priorities.
• Tracks cancellations and no-shows and reschedules promptly.
• Provides general administrative support like calls and referrals.

Skills

Scheduling

Patient flow

Communication

Data entry

Microsoft Office

EHR systems

Education

Associate degree or healthcare admin cert

Tools

EMR systems

Scheduling software

Medical front desk

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.

Hours of Operation

Monday‑Friday 8am - 4:30pm

No weekends, No holidays, No call

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, and provides necessary information and instructions to ensure 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 manages 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 them to ensure the orders are valid and complete.
• Asks patients the necessary questions for specific tests and provides the required procedure preparation or instructions.
• Prioritizes work efficiently, including processing STAT orders 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.

Benefits

• Competitive pay that rewards hard work.
• Medical, dental, vision, and life insurance coverage.
• Generous PTO and extended illness benefits.
• 401(k) with company match.
• Career development, learning opportunities, and advancement pathways.
• Licensure and certification reimbursement.
• Student loan support for eligible roles.
• Employee rewards and recognition programs.
• Collaborative, purpose‑driven culture that makes a difference every day.
• Additional voluntary benefits such as pet insurance, identity protection, and legal insurance.

This position is not eligible for immigration sponsorship now or in the future. Applicants must be authorized to work in the U.S. for an employer.