Schedule Coordinator

Description

Job Title: Schedule Coordinator

Department: Operations

Reports to: COO

FLSA Status: Non-Exempt

Prepared by: Human Resources

Last Modified: 07/16/2026

Job Summary

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.

General Accountabilities

• 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

Job Qualifications

• Education: 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
• Must have effective organizational, problem solving, and time management skills

Skills: Language

• Bilingual-English/Spanish is a plus.

Physical Requirement

• Physical effort which may include occasional light lifting to a 25 pound limit, and some bending, stooping or squatting. Considerable walking may be involved. The ability to sit or stand for extended periods of time is required.
• Flexibility to work in multiple locations throughout the week.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee may be required to travel to all UCHC facilities as needed.
• Occasionally required to sit and walk.
• Finger dexterity required.
• Hand coordination required.
• Specific vision abilities required for this job include: close vision, distance vision, ability to adjust or focus.

Work Environment

• Exposure to adverse conditions.
• Exposure to extreme heat.
• Exposure to extreme cold.
• Exposure to wet and/or humid conditions.
• Exposure to moving mechanical parts.
• Exposure to high, precarious places.
• Exposure to fumes or airborne particles.
• Exposure to toxic or caustic chemicals.
• Exposure to outside weather conditions.
• 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, protective eyewear.
• The noise level in the work environment is usually high.

Acknowledgement:

I have been given a copy of this position description. I understand that I may be asked to perform job-related duties not listed in the description and that my duties may change at any time, according to the UCHC needs. Nothing in this position description is intended to create a contract of employment of any type. Employment is strictly on an at-will basis.