Healthcare Scheduler (Experienced & Bilingual Scheduler)

Job Description

Job Description

** This is a fully onsite position in Downtown, Los Angeles, CA 90057**

Are you an organized, detail-oriented, and compassionate professional who loves coordinating schedules and ensuring people get the care they need? As a Scheduler in our PACE program, you’ll play a key role in helping older adults access essential medical, therapy, and specialty services—all while working in a supportive, team-oriented environment where your contributions truly matter.

In this role, you’ll be the heartbeat of our scheduling operations, ensuring that participant appointments run smoothly, coordinating with our interdisciplinary care team, and making sure every detail is handled with care. Whether you’re scheduling new participant assessments, managing transportation logistics, or collaborating with providers, your work will directly support the well-being of the seniors we serve.

If you thrive in a fast-paced, mission-driven setting, enjoy problem-solving, and take pride in keeping things running efficiently, we’d love to welcome you to our team!

Responsibilities:

• Coordinate and Schedule Participant Appointments – Manage and confirm medical, dental, therapy, and specialty appointments while ensuring alignment with individualized care plans and regulatory timeframes (PACE, CMS, DHCS).
• Facilitate External Appointments – Schedule participant visits with specialists, diagnostic centers, and hospitals, ensuring all necessary referrals, authorizations, and transportation arrangements are in place. Track follow-ups and keep caregivers and the IDT informed.
• Organize New Participant Orientation & Initial Assessments – Schedule orientation day for new participants, ensuring assessments across multiple disciplines, including medical, therapy, social work, Day Center, and nursing. Identify transportation needs and coordinate with the Transportation Team to ensure smooth onboarding.
• Optimize Scheduling Across Care Settings – Act as the “quarterback” of participant scheduling, minimizing conflicts and optimizing both participant and staff schedules to ensure efficiency and seamless care delivery.
• Collaborate with Key Teams – Work closely with the Transportation, Home Care, Medical Records, and Clinic teams to remove scheduling barriers and improve participant care coordination.
• Liaison Between Key Departments – Serve as the primary point of contact between the Senior Center Manager, Clinic Staff, Medical Records, Home Care, and Transportation Coordinators, ensuring smooth scheduling workflows.
• Participant Communication & Follow-Up – Place confirmation calls to participants for external provider appointments, ensuring they have all necessary details and support.
• Manage Scheduling Conflicts & Urgent Requests – Proactively identify and resolve appointment conflicts, last-minute cancellations, and urgent scheduling needs to ensure continuity of care.
• Maintain Accurate Documentation – Enter and update appointment details in the Electronic Medical Record (EMR) or scheduling software, ensuring compliance with internal and regulatory documentation standards.
• Other duties as assigned – Adapt to the evolving needs of the PACE program and support additional scheduling-related tasks as needed.

Requirements and Education:

• Education: A High School Diploma or GED is required.
• Experience: At least 2 years in medical scheduling, healthcare administration, or a related field (experience in PACE, home health, or senior care is a plus!).
• Elderly Care Experience: At least 1 year of experience working with frail elderly participants, ensuring they receive care with warmth and efficiency.
• Technical Skills: Experience using Electronic Medical Records (EMR) to keep schedules accurate and organized.
• Communication Skills: Strong interpersonal and problem-solving abilities, with the ability to connect with participants, caregivers, and team members.
• Organization & Multitasking: Highly organized and detail-oriented, with the ability to manage multiple scheduling requests while ensuring smooth operations.
• Decision-Making Ability: Comfortable making independent decisions when needed and staying calm in urgent situations.
• Language Skills: Bilingual in English and Spanish to help us serve our diverse community with care and understanding.
• This role is 100% onsite at our Greater Los Angeles Site (90057)
• Schedule is Monday - Friday 8am-5pm

Tuberculosis Screening Policy

To ensure the health and safety of our members, if you are selected for this position, your job offer with SCAN will be contingent on providing proof of Tuberculosis screening upon hire or providing proof of a negative screening within the last year. If you have a disability/medical reason or sincerely held religious belief that prevents you to provide information required in this policy, SCAN will initiate and engage in the interactive process to evaluate what, if any, reasonable accommodations may be available.

What's in it for you?

• Base salary range: $20.00 to $27.50 per hour
• An annual employee bonus program
• Medical, Dental, Vision coverage
• Generous paid-time-off (PTO)
• 11 paid holidays per year, plus 1 additional floating holiday
• Excellent 401(k) Retirement Saving Plan with employer match.
• Robust employee recognition program
• Robust Wellness Program
• An opportunity to become part of a team that makes a difference to our members and our community every day!

Through the Program of All-Inclusive Care for the Elderly (PACE), we provide comprehensive, coordinated care, including medical services, therapies, medications, transportation, and nutrition support, all managed by one dedicated team. Instead of navigating multiple doctors and insurance plans, participants receive all-inclusive care designed to help them avoid unnecessary nursing home placement. For eligible individuals, these services are available at no cost.

Company Description

Through the Program of All-Inclusive Care for the Elderly (PACE), we provide comprehensive, coordinated care, including medical services, therapies, medications, transportation, and nutrition support, all managed by one dedicated team. Instead of navigating multiple doctors and insurance plans, participants receive all-inclusive care designed to help them avoid unnecessary nursing home placement. For eligible individuals, these services are available at no cost.