Medical Scheduler

Scheduling Coordinator / Customer Service Representative

Location: Rockford, IL

Employment Type: Full-Time, On-Site

Experience Level: Entry Level

Position Overview

We are seeking a detail-oriented and customer-focused Scheduling Coordinator to join our team. This role is responsible for coordinating appointments, communicating with clients and medical providers, managing records, and ensuring a seamless scheduling process. The ideal candidate is organized, professional, and able to thrive in a fast-paced environment while providing exceptional customer service.

Key Responsibilities

• Schedule examinations using internal databases and scheduling systems.
• Coordinate and confirm appointment dates, times, and details with medical providers.
• Communicate with clients regarding appointment scheduling, changes, cancellations, no-shows, physician documentation, and receipt of records.
• Confirm receipt of medical records for review referrals.
• Prepare and distribute appointment notification letters and correspondence.
• Serve as a primary point of contact for clients, physicians, and examinees.
• Submit invoices and related billing issues to the accounting team when applicable.
• Ensure required pre-payments are collected and processed in a timely manner.
• Coordinate ancillary services such as interpreters, transportation, chaperones, and exam site arrangements.
• Respond to report status inquiries and requests for information.
• Support additional office locations and teams as needed.
• Arrange travel and lodging accommodations for out-of-town examinees.
• Process incoming mail, deliveries, and shipments.
• Participate in ongoing training and professional development activities.

Required Qualifications

• High School Diploma or equivalent.
• Minimum of 1 year of customer service experience (call center, retail, hospitality, or other customer-facing roles).
• Strong computer literacy and proficiency with Microsoft Office applications, including Excel.
• Data entry experience with a high level of accuracy.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize effectively in a busy environment.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications

• Experience working in a medical office, healthcare setting, or scheduling environment.
• Experience handling multiple phone lines and managing high call volumes.
• Typing speed of at least 35 WPM.
• Familiarity with office equipment including scanners, copiers, fax machines, and multi-line phone systems.
• Ability to work independently while contributing to a collaborative team environment.

Desired Skills

• Exceptional customer service and interpersonal skills.
• Strong problem-solving and critical-thinking abilities.
• Ability to adapt to changing priorities and unexpected situations.
• Ability to remain focused and organized under pressure.
• Commitment to accuracy, quality, and continuous improvement.
• Positive attitude and team-oriented mindset.

What We're Looking For

The ideal candidate is dependable, highly organized, and enjoys helping others while managing multiple tasks throughout the day. This position is an excellent opportunity for someone looking to grow their administrative, customer service, or healthcare support career in a professional office environment.

This is a Contract to Hire position based out of Rockford, IL.

The pay range for this position is $17.25 - $17.25/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Rockford,IL.

This position is anticipated to close on Sep 9, 2026.

About TEKsystems

We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

About TEKsystems and TEKsystems Global Services

We’re a leading provider of business and technology services. We accelerate business transformation for our customers. Our expertise in strategy, design, execution and operations unlocks business value through a range of solutions. We’re a team of 80,000 strong, working with over 6,000 customers, including 80% of the Fortune 500 across North America, Europe and Asia, who partner with us for our scale, full-stack capabilities and speed. We’re strategic thinkers, hands-on collaborators, helping customers capitalize on change and master the momentum of technology. We’re building tomorrow by delivering business outcomes and making positive impacts in our global communities. TEKsystems and TEKsystems Global Services are Allegis Group companies. Learn more at TEKsystems.com.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.