Scheduling Coordinator

About the role

The Scheduling Coordinator is a critical member of the Patient Operations team, responsible for managing the full lifecycle of patient appointment scheduling across 10X Health's national telehealth platform. This role owns appointment booking, proactive patient outreach for reminders, and rapid recovery of missed or cancelled visits - ensuring every patient stays on track with their care journey.

Responsibilities

• Schedule new patient consultations, follow-up appointments, and care plan reviews across provider calendars, coordinating availability to maximize provider utilization and minimize scheduling gaps
• Process appointment requests received via phone, email, patient portal, and internal referrals accurately and within defined response time standards
• Document all appointment details, patient preferences, special instructions, and scheduling actions in Salesforce and the EMR/scheduling system with consistency and accuracy
• Monitor daily appointment queues to identify no-shows, late cancellations, and unfulfilled bookings and take prompt corrective action
• Conduct outbound outreach (phone, email, SMS) to recover missed and cancelled appointments within defined SLAs, maintaining a prioritized rescheduling queue based on care urgency
• Escalate patients with repeated missed appointments or persistent attendance barriers to the care coordination team for follow-up
• Execute proactive appointment reminders at defined intervals (48-hour and 24-hour prior), confirming patient readiness including technology access and pre-appointment requirements
• Identify and resolve barriers to attendance — technology issues, scheduling conflicts, address changes — before the appointment date
• Serve as a professional, empathetic point of contact for patients with scheduling questions or concerns, maintaining HIPAA-compliant handling of all communications and records
• Track key scheduling metrics (fill rate, no-show rate, reminder response rate, reschedule recovery rate) and surface patterns and insights to the operations team for continuous improvement

Requirements

• 2+ years of experience in medical scheduling, patient coordination, or a customer-facing healthcare operations role
• Proficient in CRM systems (e.g., Salesforce, HubSpot) Shopify, Microsoft Office Suite, and other relevant technical software. Salesforce experience strongly preferred
• An associate's degree is preferred, but High School Diploma or GED will also be considered

Competencies

• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Strong communication skills with a professional, empathetic, and patient-focused approach
• Ability to coordinate complex schedules while balancing patient and provider needs
• High attention to detail when managing appointments and maintaining accurate documentation
• Proactive problem solving with the ability to anticipate and resolve scheduling issues
• Able to prioritize competing requests while meeting established response times
• Commitment to maintaining patient confidentiality and HIPAA compliance
• Collaborative approach with the ability to work effectively across clinical and operational teams

Education & Experience

2+ years of experience in medical scheduling, patient coordination, or a customer-facing healthcare operations role

Proficient in CRM systems (e.g., Salesforce, HubSpot) Shopify, Microsoft Office Suite, and other relevant technical software. Salesforce experience strongly preferred

An associate's degree is preferred, but High School Diploma or GED will also be considered

Physical Requirements

Prolonged periods of sitting at a desk

Commitment to Diversity

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, 10X Health System recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners.

No Solicitation Policy

10X Health does not accept unsolicited resumes, calls, or communications from staffing agencies or third-party recruiters. Any such submissions will be considered the sole property of 10X Health and will not obligate the company to pay any fees. Please refrain from contacting us regarding this posting.