Scheduling Specialist - Multi-Specialty Clinic

Physicians Regional Healthcare System; Naples (FL); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Competitive pay

Medical insurance

Dental insurance

Vision insurance

Life insurance

Generous PTO

401(k) with match

Career development

Licensure reimbursement

Student loan support

Rewards and recognition

Job summary

Physicians Regional Healthcare System seeks a Scheduling Specialist to manage patient and physician appointments across departments, ensuring efficient use of resources and high-quality patient care. You will liaise with patients, clinical staff, and admin teams to provide excellent service.

You will coordinate tests, procedures, and follow-ups while updating records in the scheduling system and maintaining accuracy under pressure.

Qualifications

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

Responsibilities

• Schedules patient appointments for consultations, tests, procedures, and follow-ups.
• Notifies patients of appointment confirmations, cancellations, or reschedules and provides instructions.
• Accurately enters and updates patient information in the EHR/scheduling system.
• Works with medical staff to align appointments with clinical priorities and optimize provider schedules.
• Tracks cancellations and no-shows and reschedules as needed.
• Provides general administrative assistance including calls, referrals, and coordinating patient files.
• Receives and reviews orders for validity and completeness from the Order Facilitator.
• Asks patients required questions for tests and provides preparation instructions.
• Prioritizes work efficiently, including processing STAT orders.
• Notifies ordering offices if scheduling is not possible and offers alternatives.
• Communicates with physicians, nurses, and staff to ensure proper scheduling.
• Performs other duties and maintains reliable attendance.
• Complies with all policies and standards.

Skills

Appointment scheduling

Patient flow management

Time management

Verbal and written communication

Attention to detail

Multi-tasking

Data entry accuracy

Calm, professional demeanor

Medical terminology knowledge

Education

Associate Degree or certification in Healthcare Administration or Medical Office Administration

Tools

EMR systems

Scheduling software

EHR software

Microsoft Office Suite

Job description

• Be Valued for What You Bring to the Team – Competitive pay that rewards your hard work
• Benefits You Can Count On – Medical, dental, vision, and life insurance coverage
• Work Hard. Recharge Often. – Generous PTO and extended illness benefits
• Invest in Your Future – 401(k) with company match
• Grow With Us – Career development, learning opportunities, and advancement pathways
• We Invest in Your Success – Licensure and certification reimbursement for eligible roles
• Student Loan Support – Assistance available for eligible roles
• Your Wins Deserve Recognition – Employee rewards and recognition programs
• A Team You'll Love Working With – A collaborative, purpose-driven culture making a difference every day
• Additional Voluntary Benefits – Choose from options such as pet insurance, identity protection, and legal insurance.

Why Join Us?

• Be Valued for What You Bring to the Team – Competitive pay that rewards your hard work
• Benefits You Can Count On – Medical, dental, vision, and life insurance coverage
• Work Hard. Recharge Often. – Generous PTO and extended illness benefits
• Invest in Your Future – 401(k) with company match
• Grow With Us – Career development, learning opportunities, and advancement pathways
• We Invest in Your Success – Licensure and certification reimbursement for eligible roles
• Student Loan Support – Assistance available for eligible roles
• Your Wins Deserve Recognition – Employee rewards and recognition programs
• A Team You'll Love Working With – A collaborative, purpose-driven culture making a difference every day
• Additional Voluntary Benefits – Choose from options such as pet insurance, identity protection, and legal insurance.

Great people. Great benefits. Meaningful work. Join us and make an impact.

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. Please be aware that you are expected to help support other clinic areas as needed, depending on staffing levels.

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.

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.