Scheduling Specialist

Job Description

Job Description

Role Summary

Are you an organized, detail-oriented professional who excels at multi-tasking in a dynamic healthcare setting? We are seeking a bilingual Scheduling Specialist for a 6-month contract position in Stockton, CA.

In this vital non-clinical support role, you will ensure patients receive timely, coordinated care by managing medical appointment calendars and maintaining accurate provider availability records. You will handle inbound calls, address rescheduling requests, send appointment reminders, and perform real-time data entry in our Electronic Medical Record (EMR) system. Serving as a primary point of contact for patients, families, and healthcare providers, you will deliver warm, exceptional customer service while keeping daily operations running smoothly. If you are a persistent problem-solver who enjoys working on-site with a dedicated healthcare team, we invite you to apply!

• Care Scheduling: Coordinate patient appointments efficiently, troubleshooting schedule conflicts or urgent needs in alignment with established scheduling turn-around protocols.

• Cancellations & Rescheduling: Process incoming cancellation and rescheduling requests from both medical staff and patients, ensuring prompt communication to all affected parties.

• Patient & Family Engagement: Respond to incoming phone calls, emails, and in-person requests with exceptional customer service, screening and routing inquiries accurately.

• Confirmation & Reminders: Conduct appointment reminder and confirmation calls following department procedures, updating appointment statuses in real time.

• Provider Availability: Maintain and update staff schedule availability within core database systems to ensure accurate open-slot tracking.

• EMR Documentation: Complete timely, precise documentation of all updates, encounters, and communications in accordance with privacy standards and HIPAA protocols.

• Process Enhancement: Continuously review scheduling workflows to recommend process improvements, offering guidance to colleagues on scheduling procedures.

• Team Collaboration: Troubleshoot basic operational issues, communicate workload priorities regularly with supervisors, and participate in quality improvement activities and staff meetings.

• Other duties as assigned.

• Education: High School Diploma or GED equivalent.

• Language Proficiency: Must be fluent in Spanish and English (verbal and written communication).

• Healthcare Sourcing: Minimum of one (1) year of experience working in a healthcare environment.

• EMR Experience: Minimum of one (1) year of hands-on experience utilizing Electronic Medical Records (EMR) systems.

• Data Entry & Tech Aptitude: Fast, accurate data entry skills across multiple software applications.

• Mobility & Transportation: Must possess reliable personal transportation to commute daily to the center location.

• Customer Service & Communication: Outstanding telephone and written customer service skills with a commitment to serving diverse cultural backgrounds and vulnerable seniors.

• Specialized Care Setting: Prior experience working in a senior care or specialized adult care environment is a plus.

• Process Improvement: Proven ability to identify workflow bottlenecks and suggest efficient operational solutions.

• Work Type: Full-Time Contract Position (40 hours per week).

• Work Setting: 100% On-Site Center Role located in Stockton, CA

• Schedule: Monday through Friday, 8:00 AM – 4:30 PM (Ability to work a flexible schedule including occasional evenings or weekends if business needs evolve).

• Assignment Duration: 6-month assignment