Administrative Scheduling Coordinator

Job Description

Job Description

Salary: $22hr - $24hr

INTEGRITY MEDICAL GROUP

Job Description

Position Title: Administrative Scheduling Coordinator
Department: Operations
Reports To: Administrative Supervisor
Location: Orlando, Florida

Compensation: $22.00$24.00 per hour, commensurate with experience

At Integrity Medical Group, injured patients are at the center of everything we do. As the premier medical group serving those injured in motor vehicle accidents and slip-and-fall incidents across Central Florida, we're entering an exciting period of growth. We're expanding our locations, growing our specialties, and strengthening the operational teams that support our providers and patients every day. It's an exciting time to join IMG.

Position Summary

The Administrative Scheduling Coordinator is responsible for coordinating provider scheduling for depositions and other professional appearances while serving as the primary liaison between Integrity Medical Group providers, internal departments, attorneys, law offices, and other external partners.

Reporting to the Administrative Supervisor, this position ensures provider scheduling requests are coordinated efficiently, provider availability is communicated accurately, and scheduling conflicts are resolved proactively while minimizing disruption to patient care and clinic operations. The Provider Relations Coordinator also supports medical records coordination, administrative documentation, and billing activities associated with provider scheduling.

This role requires exceptional organizational skills, sound judgment, strong communication abilities, and the ability to manage multiple priorities in a fast-paced healthcare environment while maintaining a high level of professionalism and customer service.

Core Responsibilities

Provider Scheduling Coordination

• Serve as the primary coordinator for provider deposition scheduling and other professional appearance requests.
• Coordinate provider availability with attorneys, law offices, providers, and internal departments.
• Maintain provider scheduling calendars and ensure scheduling information remains accurate and current.
• Review incoming scheduling requests to verify all required documentation and supporting information has been received.
• Anticipate scheduling conflicts and proactively identify solutions that minimize disruption to patient care and provider schedules.
• Communicate scheduling confirmations, updates, cancellations, and changes promptly to all appropriate parties.

External Partner Relations

• Serve as the primary point of contact for law offices regarding provider scheduling requests.
• Develop and maintain professional working relationships with attorneys, legal assistants, paralegals, scheduling coordinators, and other external business partners.
• Deliver exceptional customer service while representing Integrity Medical Group in all external interactions.
• Respond to scheduling inquiries promptly while ensuring requests are handled accurately and professionally.
• Escalate scheduling concerns or service issues requiring leadership involvement.

Medical Records & Documentation

• Coordinate medical record requests associated with provider depositions and professional appearances.
• Work collaboratively with outside healthcare providers and facilities to obtain necessary documentation when required.
• Scan, upload, organize, and maintain records within the electronic medical record (EMR) system.
• Ensure scheduling documentation and provider records are complete, accurate, and properly maintained.
• Maintain strict confidentiality when handling protected health information and sensitive legal documentation.

Administrative & Operational Support

• Assist with billing, invoicing, payment tracking, and administrative reconciliation related to provider scheduling activities.
• Maintain scheduling logs and tracking reports for leadership review.
• Monitor scheduling workflows and identify opportunities to improve efficiency, communication, and overall service.
• Coordinate with internal departments to ensure provider scheduling activities align with operational priorities.
• Participate in departmental meetings and operational initiatives as requested.

Communication & Reporting

• Maintain consistent communication with providers, clinic leadership, attorneys, and internal departments regarding scheduling activities.
• Provide timely updates regarding provider availability, scheduling conflicts, and pending requests.
• Document scheduling activity accurately and maintain organized scheduling records.
• Report operational concerns, scheduling trends, and process improvement opportunities to the Director of Operations.

Professional Conduct & Compliance

• Represent Integrity Medical Group professionally in all internal and external interactions.
• Maintain compliance with HIPAA and all applicable federal, state, and organizational privacy requirements.
• Exercise sound judgment when handling confidential provider, patient, and legal information.
• Follow IMG policies and procedures while maintaining the highest standards of professionalism, integrity, and customer service.
• Perform additional responsibilities as assigned to support departmental and organizational objectives.

Core Competencies

• Organization & Prioritization Effectively manages multiple scheduling requests, competing priorities, and changing deadlines while maintaining exceptional attention to detail.
• Relationship Building Establishes and maintains positive professional relationships with providers, attorneys, law offices, and internal stakeholders.
• Communication Communicates clearly, professionally, and proactively with both internal and external partners.
• Problem Solving Anticipates scheduling conflicts, evaluates options, and implements effective solutions with minimal supervision.
• Customer Service Demonstrates responsiveness, professionalism, and a commitment to delivering exceptional service.
• Adaptability Remains flexible and composed while responding to changing priorities in a fast-paced environment.
• Integrity Maintains confidentiality and exercises sound judgment when handling sensitive information.

Experience & Skills

Education

• High school diploma or GED required.
• Associate degree in Healthcare Administration, Business Administration, or a related field preferred.

Required Experience

• Minimum of two (2) years of experience in healthcare scheduling, provider relations, medical office administration, healthcare operations, or a related role.
• Experience coordinating complex schedules involving multiple stakeholders and changing priorities.
• Experience providing exceptional customer service in a professional healthcare environment.
• Working knowledge of medical terminology.
• Experience using Microsoft Office applications and electronic medical record (EMR) systems.

Preferred Experience

• Experience coordinating physician or advanced practice provider schedules.
• Experience working within a specialty medical practice.
• Experience supporting personal injury, orthopedic, neurology, pain management, or surgical specialties.
• Experience coordinating medical records and legal documentation.
• Familiarity with provider depositions, litigation scheduling, or healthcare-related legal processes.

Skills & Abilities

• Exceptional organizational and time management skills.
• Ability to prioritize multiple assignments while meeting deadlines.
• Strong verbal and written communication skills.
• Excellent interpersonal and relationship-building abilities.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong attention to detail and commitment to accuracy.
• Professional judgment and discretion when handling confidential information.
• Proficiency with Microsoft Office, Outlook, and electronic medical record (EMR) systems.
• Ability to quickly adapt to changing schedules and operational priorities.

Occasional Travel to other clinics may be required. Mileage is reimbursed at the IRS standard rate.

Schedule 8-5 Monday - Thursday & 8-4 Friday

Benefits include Health, Dental, Vision, PTO, and paid Federal Holidays