Scheduling Specialist - Trussville

Grandview Medical Group; Birmingham (AL); On-site; USD 38,000 - 58,000; Full time

Benefits offered by this job

Medical/Dental/Vision/Life insurance

401(k) with company match

Paid time off

Career development opportunities

Licensure/certification reimbursement

Student loan support

Employee rewards and recognition

Job summary

Grandview Medical Group is seeking a Scheduling Specialist to manage and optimize scheduling for patients and physicians within a hospital or medical facility. The role coordinates appointments, tests, and procedures, ensuring efficient resource use and high-quality patient care while delivering excellent customer service.

The position requires strong organizational skills, attention to detail, and proficiency in scheduling software and MS Office.

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 EMR systems, scheduling software, or medical front desk operations preferred

Responsibilities

• 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.
• Enters and updates patient information into the EHR or scheduling system.
• Collaborates with medical staff to align patient appointments with clinical priorities and optimize provider schedules.
• Tracks cancellations and no-shows and reschedules promptly.
• Provides general administrative assistance, including answering calls, managing referrals, and coordinating files.
• Receives and reviews orders to ensure validity and completeness.
• Asks patients about prep requirements for tests and provides necessary instructions.
• Prioritizes work efficiently, including handling STAT orders.
• Notifies ordering offices if scheduling issues arise.
• Offers alternative scheduling options to accommodate patient needs.

Skills

Appointment scheduling

EMR systems

Customer service

Communication

Microsoft Office

Education

Associate degree or healthcare admin certification

Tools

EMR systems

Scheduling software

Microsoft Office

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.

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.

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.

Job Info

• Job Identification 166729
• Job Category Administrative Support
• Posting Date 10/13/2026, 08:06 PM
• Job Schedule Full time
• Job Shift Day
• Locations 5890 Valley Rd, Birmingham, AL, 35235, US