Scheduler Job Description: Top Duties and Qualifications

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Last updated: October 21, 2022

A Scheduler, or Appointment Scheduler, coordinates appointments for employees, customers or patients. Their main duties include planning weekly employee schedules, determining appointment lengths and making phone calls to patients or customers regarding their appointment or meeting times.

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Scheduler duties and responsibilities

A Scheduler will serve as the coordinator for schedules and appointments, often between doctors and patients. Schedulers must listen to the needs of the person requesting the appointment in order to determine the amount of time the appointment will require and then find the time that works best for both the patient and the medical professional. They should be professional and have the ability to manage multiple calls. A good Scheduler can determine the priority of patients’ needs to determine when an immediate slot should be found or if a patient can come in based on the current schedule. Schedulers also manage cancelations, including a doctor who may need to reschedule a full day, finding the best alternatives for all involved.

Examples of tasks a Scheduler may need to perform include: 

  • Answer phone calls and e-mails, greeting patients and prospective patients and reminding them of upcoming appointments
  • Scheduling appointments for patient consultations, procedures and visits with medical personnel
  • Liaise and coordinate with health care professionals about schedules, patients and any changes
  • Accept and submit insurance claims and payment, as well as perform billing duties
  • Resolve scheduling conflicts as they occur
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What does a Scheduler do?

Schedulers are in-house employees who primarily work in healthcare facilities booking patient appointments. They may also operate in other industries, making appointments for employees or other business professionals. When working in the medical field, Schedulers will handle all of the patient’s appointments, like consultations, routine check-ups and procedures. 

They’ll usually answer and administer phone calls and emails to greet patients, answer their questions and remind them of upcoming appointments. Schedulers will gather and collect patients’ forms and personal information for appointments and will file and store them in designated locations. They may also be responsible for performing other basic bookkeeping work duties throughout their shift.

Scheduler skills and qualifications

A successful Scheduler will have strong organizational skills as well as strong communication skills for managing incoming calls and working with both internal staff and clients. They should have a professional voice and experience working with people. Having knowledge of scheduling systems and basic computer skills is important but may be learned on the job. Here are several skills and qualifications a Scheduler should have:

  • High school diploma or GED
  • Excellent communication and organization skills
  • Clerical or administrative experience a plus
  • Knowledge of health care terminology helpful
  • Basic computer program knowledge

Scheduler salary expectations

A Scheduler makes an average of $14.58 per hour. Pay rate may depend on level of experience, education and the geographical location.

Scheduler education and training requirements

Schedulers should have at least a high school diploma or GED. Some employers may prefer candidates with an associate degree in business administration or a field related to their industry. When a Scheduler starts a job, they receive on-the-job training from an experienced administrative professional.

Scheduler experience requirements

Entry-level Schedulers don’t necessarily need experience, though at least one year can be valuable. Experience as a Receptionist or any role involving multitasking and organization can be useful. Schedulers working for a large company or who complete additional duties usually need at least two or three years of experience. 

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Frequently asked questions about Schedulers

 

What are the different types of Schedulers?

While most of them work as Patient Schedulers, others may operate in various fields serving in different Scheduler roles. Project Schedulers work specifically on projects, usually in construction or engineering fields. They schedule and coordinate tasks to employees to ensure a project is completed on time. 

Production Schedulers work on a company’s production team to develop their objectives and ensure these milestones are achieved by certain deadlines. Front Desk Schedulers may work at the entrance of a variety of different offices, greeting guests as they walk in and scheduling them for meetings with business professionals within the office. 

 

What settings do Schedulers typically work in?

Most Schedulers typically work in either a medical facility or an office environment. They’re usually stationed at the front desk and will greet customers or patients as they enter the building. Many Schedulers are responsible for completing numerous tasks at once in a busy or noisy environment. They may spend several hours seated at their desk using their computer to make appointments. Other parts of their shift can be spent walking around the facility, finding staff members and locating important scheduling information. 

 

Do Schedulers have different responsibilities in different industries?

There are numerous industries Schedulers may operate in where they may complete differing tasks depending on the field they’re in. Most of them work in the medical industry, scheduling appointments for patients in hospitals, clinics, assisted living facilities or other healthcare institutions. Others serve in office environments, scheduling staff members for meetings with employees, stakeholders or clients. They may complete basic clerical duties as well. 

There are also Schedulers who operate in the information technology industry, who will receive details on upcoming projects and will build schedules and deadlines for employees to submit tasks and projects by these specific due dates. 

 

What makes a good Scheduler?

A great Scheduler should have impressive verbal and written communication skills to effectively meet with employees or clients and to send patients their appointment reminders. Strong organizational abilities are needed in Scheduler candidates to successfully sort and keep track of various appointments and patient information. When conflicts arise, Schedulers must apply their problem-solving and critical thinking skills to adjust schedules to ensure they’re still convenient for patients, employees, Physicians and customers to attend.

Computer skills and technical abilities are important for the ideal candidate to possess, as they regularly use software systems and programs to process payments, store employee or patient files and access patients’ records. 

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