Schedule Coordinator

About the Role

The Schedule Coordinator is a critical member of the Patient Access team, responsible for coordinating and optimizing patient appointment scheduling across all clinic sites, departments, and provider schedules. This role ensures efficient scheduling practices that support timely patient access to care, minimize no-shows and gaps in provider templates, and maintain compliance with organizational and regulatory access standards. The Schedule Coordinator serves as a resource to front desk and scheduling staff and works closely with Clinic Supervisors, Clinic Managers, and providers to support smooth day-to-day clinic operations.

Responsibilities

• Coordinates and oversees the scheduling of patient appointments across all clinic departments and provider schedules, ensuring efficient use of provider time and minimizing patient wait times.
• Serves as a resource to front desk and scheduling staff, providing guidance on scheduling protocols, appointment templates, and system use.
• Builds and monitors appointment scheduling templates in the practice management system to maximize patient access and accommodate patient demand.
• Coordinates with Clinic Supervisors, Clinic Managers, and providers to adjust schedules for provider time-off, changes in availability, or unexpected clinic closures.
• Tracks and reports on no-show and cancellation rates, and works with clinic leadership to develop strategies to reduce no-shows and improve patient access.
• Assists with coordination of referrals and specialty scheduling, ensuring timely follow-up and communication with patients.
• Oversees the patient waitlist process to fill cancellations and optimize daily provider schedules.
• Trains new front desk and scheduling staff on scheduling systems, workflows, and best practices.
• Monitors scheduling practices for compliance with HRSA, health plan, and other regulatory access requirements, including third-next-available-appointment metrics.
• Responds to and resolves scheduling-related patient complaints and escalations in a timely and professional manner.
• Collaborates with billing and registration staff to confirm insurance eligibility and authorization requirements are met prior to scheduled visits.
• Generates and analyzes scheduling reports and dashboards to monitor access metrics, provider productivity, and utilization.
• Other duties as assigned.

Requirements

• High school diploma or equivalent required; Associate degree preferred.
• 2+ years of experience in medical scheduling, patient registration, or a related healthcare administrative role, preferably in an FQHC or ambulatory care setting.
• Experience with electronic health record (EHR) and practice management scheduling systems.
• Knowledge of medical terminology and insurance verification processes preferred.

Skills

• Excellent customer service skills—ability to understand and exceed customer expectations.
• Strong organizational skills and attention to detail.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Work independently and within the team to complete assignments with limited guidance.
• Analytical, critical thinking, and problem-solving skills.
• Ability to train and support staff on scheduling systems and workflows.
• Ability to establish and maintain working relationships with a diverse group of staff, patients, and the public.
• Able to communicate effectively at all levels of the organization.
• Effective organizational, problem-solving, and time management skills.
• Bilingual (English/Spanish) is a plus.

Physical Requirements

• Occasional light lifting up to a 25-pound limit, and some bending, stooping, or squatting.
• Considerable walking may be involved.
• Ability to sit or stand for extended periods of time.
• Flexibility to work in multiple locations throughout the week.
• Finger dexterity and hand coordination required.
• Specific vision abilities required include: close vision, distance vision, ability to adjust or focus.

Work Environment

• Exposure to adverse conditions, extreme heat, extreme cold, wet and/or humid conditions.
• Exposure to moving mechanical parts, high or precarious places, fumes or airborne particles, toxic or caustic chemicals, outside weather conditions, and possible risk of electrical shock.
• Exposure to explosives, possible risk of radiation, and vibration.
• Protective clothing or equipment is required, including gloves, helmets, steel-toed boots, and protective eyewear.
• The noise level in the work environment is usually high.