Scheduling Coordinator

Job Description

Job Description

Scheduling CoordinatorRole Summary

Are you an organized, detail-oriented administrative professional who thrives in a fast-paced medical environment? We are seeking a highly collaborative Scheduling Coordinator for a full-time contract position.

In this specialized administrative role, you will be responsible for the complex, end-to-end scheduling coordination between our primary care clinics, senior participants, and on-site or external Specialty Care Providers (such as podiatry, cardiology, optometry, and orthopedics). You will balance high-volume appointment logistics with insurance authorization tracking, medical records coordination, and direct patient communication. If you are an empathetic communicator who enjoys solving logistical puzzles and keeping clinical operations running smoothly, we invite you to join our team.

Duties & ResponsibilitiesSpecialist Calendar & Appointment Management

• Calendar Optimization: Manage, review, and maximize the daily calendars for multiple on-site and field-based Specialty Care Providers, proactively identifying and filling open appointment vacancies.

• Appointment Coordination: Schedule complex routine, follow-up, and diagnostic appointments for participants, ensuring all internal and external specialty consultations are perfectly aligned with provider availability.

• Schedule Distribution: Provide clean, accurate weekly and monthly schedules to on-site Specialists, clinical coordinators, and clinic leadership teams.

• Patient Outreach: Contact participants and their families or caregivers to confirm upcoming specialty visits, communicate pre-appointment instructions, and manage cancellations or dynamic rescheduling requests.

Administrative & Authorization Support

• Pre-Authorization Tracking: Verify that all required medical referrals and insurance authorizations are fully secured and documented in the electronic health record (EHR) system prior to the specialist encounter.

• Records Preparation: Coordinate with clinical teams to ensure history of current conditions, recent primary care notes, lab results, and relevant diagnostic images are bundled and ready for the specialist's review.

• Interdisciplinary Alignment: Partner closely with Medical Assistants (MAs), Center Managers, and external vendor offices to facilitate smooth transitions of care and minimize patient wait times.

• Data Management: Maintain thorough, structured, and audit-ready tracking logs of all specialist referrals, scheduled appointments, and pending consultation reports.

• Other duties as assigned.

Required QualificationsExperience & Skills

• Healthcare Sourcing: Minimum of two (2) years of medical scheduling, administrative coordination, or referral management experience within an outpatient clinic, specialty practice, or managed care environment.

• Geriatric Awareness: Experience working with, or a strong sensitivity toward, the unique communication and logistical needs of a frail or elderly patient population.

• Technical Aptitude: Strong proficiency utilizing Electronic Health Record (EHR) software (such as Athena, Epic, or eClinicalWorks) and advanced scheduling platforms.

• Administrative Precision: Exceptional organizational, multi-tasking, and time-management skills in high-volume settings where accuracy is critical.

Education & Compliance

• Education: High school diploma, equivalent, or graduation from an accredited medical administrative program.

• Regulatory Compliance: Solid foundational knowledge of medical insurance terminology, referral workflows, and strict HIPAA patient privacy regulations.

Desired Qualifications

• Language Skills: Bilingual verbal and written fluency in English and Spanish is highly preferred.

• Payer Knowledge: Familiarity with Medicare, Medicaid/Medi-Cal, and managed care pre-authorization processes.

Location and Work Type

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

• Work Setting: Clinic-facing operational setting (specific California site assignment to be finalized upon placement).

• Schedule: Standard business hours, Monday through Friday (e.g., 8:00 AM – 4:30 PM).