Scheduler

Scheduler

The Scheduler coordinates all aspects of surgical and clinic scheduling for a busy medical practice, ensuring patients receive timely, well-organized care before, during, and after surgery. This role manages complex administrative workflows, supports physicians and clinical staff, and serves as a key liaison between patients, providers, billing teams, and external partners. The Scheduler uses strong organizational, communication, and problem-solving skills to maintain efficient practice operations in a high-volume environment.

Responsibilities

• Perform all functions related to surgery scheduling, including verifying medical insurance, scheduling pre- and post-operative appointments, obtaining health clearances, securing surgery authorizations, and scheduling surgical assistants.
• Ensure all required pre-operative studies are scheduled and completed prior to the surgical date.
• Manage physician referral work queues by completing referrals in Epic in alignment with practice protocols and tasks.
• Provide high-quality customer service by scheduling appointments, triaging incoming calls to the appropriate individuals or departments, and responding to patient questions and concerns.
• Escalate patient complaints appropriately to a supervisor when needed while maintaining professionalism and empathy.
• Coordinate daily physician practice operations in collaboration with medical assistants and other staff members to support smooth clinic flow.
• Troubleshoot patient and physician issues, identify root causes, and take appropriate action to resolve problems promptly.
• Handle administrative functions such as physician correspondence, completion of forms, processing requests for authorizations, and managing transcription needs as required.
• Support med-legal and workers compensation cases by working with adjusters and nurse case managers, submitting workers compensation authorization requests, and following up to obtain status updates and required documentation.
• Complete credentialing processes when necessary at all physician facilities, ensuring curricula vitae are updated and medical staff privileges, including state license and DEA, remain current.
• Monitor workflow within the practice, assist with work assignments, and recommend process improvements to enhance efficiency and service quality.
• Interface and serve as a liaison with other departments to coordinate care, resolve operational issues, and support cross-functional collaboration.
• Assist in meetings and audits by providing information, documentation, and operational insight as needed.
• Coordinate mentoring opportunities for physicians with fellows, students, and other learners, ensuring schedules and logistics are properly organized.
• Collaborate with billing and health information services (HIS) departments to provide information for requested chart audits and documentation reviews.
• Ensure surgical reports and daily clinic charges are submitted promptly to the billing department to support accurate and timely reimbursement.
• Work closely with the billing department to facilitate financial arrangements for individual patients as appropriate.
• Act as a liaison between physicians and patients regarding surgery-related concerns, providing clear communication and timely updates.
• Provide patients with detailed surgical scheduling information, coordinate resources, and offer support before, during, and after surgical procedures.
• Distribute health education materials, including forms, videos, and articles, to inform patients about relevant health topics as directed by the physician.
• Develop, in collaboration with the physician, patient-facing materials for pre- and post-surgery care and related correspondence.
• Support physicians with outside services such as professional and collegiate team coverage, teaching commitments, and speaking engagements by coordinating schedules and logistics.
• Manage and coordinate the logistics of care for VIPs and patients with special needs, ensuring a high level of discretion, organization, and service.

Essential Skills

• High school diploma or GED.
• Approximately 3 years of experience working with a large medical group practice.
• Demonstrated surgery scheduling experience in a high-volume medical setting.
• Strong knowledge of medical insurance, including HMO, PPO, and POS plans.
• Experience working with workers compensation cases and related protocols.
• Proficiency in medical office operations, including scheduling, documentation, and coordination with clinical staff.
• Ability to manage multiple tasks simultaneously while maintaining accuracy and attention to detail.
• Strong customer service skills with the ability to communicate clearly and professionally with patients, physicians, and staff.
• Problem-solving skills to troubleshoot scheduling and practice issues and implement effective solutions.
• Ability to work effectively within a team-based environment and coordinate with multiple departments.

Additional Skills & Qualifications

• Bachelors degree preferred but not required.
• Epic electronic health record (EHR) experience strongly preferred.
• Familiarity with credentialing processes and maintaining physician licensure and privileges.
• Experience supporting med-legal cases and coordinating with external stakeholders such as adjusters and nurse case managers.
• Comfort developing and distributing patient education materials in collaboration with physicians.
• Experience coordinating physician involvement with external organizations, such as professional teams, teaching roles, or speaking engagements.
• Strong written communication skills for correspondence, forms, and documentation.
• Organizational skills to manage work queues, calendars, and competing priorities in a dynamic environment.

Work Environment

This is an on-site, day-shift position based in Los Angeles, with typical hours of 8:00 a.m. to 5:00 p.m. The role operates in a busy medical office environment that relies on electronic health records, including Epic, and close collaboration with clinical and administrative teams. The Scheduler works primarily in an office and clinic setting, using computers, phones, and standard office equipment throughout the day. The environment is fast-paced and patient-focused, requiring professionalism, confidentiality, and a neat, professional appearance appropriate for a healthcare setting. There may be potential for the assignment to be renewed based on performance and practice needs.

Job Type & Location

This is a Contract position based out of Los Angeles, CA.

Pay and Benefits

The pay range for this position is $25.00 - $26.00/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)

Application Deadline

This position is anticipated to close on Oct 26, 2026.

Workplace Type

This is a fully onsite position in Los Angeles,CA.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

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