Medical Scheduler

The Medical Scheduler is responsible for supporting clinical and non-clinical staff through a combination of scheduling, administrative management, and HR coordination. This role ensures that employees have the tools, schedules, and support needed to provide excellent patient care while maintaining compliance, efficiency, and operational consistency. This position is ideal for someone who thrives in a fast-paced environment, enjoys coordinating multiple tasks simultaneously, and can anticipate operational needs before they become challenges.

• Manage mobile shift maintenance and ensure all shifts are accurately covered across the organization.

• Call employees to fill open shifts and coordinate last-minute coverage.

• Monitor staffing levels and communicate coverage needs to the management team.

• Maintain a rolling 90-day forward view of schedules to proactively plan for coverage gaps, high-demand periods, and employee PTO.

• Administer submissions, approvals, and coverage adjustments for PTO and other leave requests.

• Ensure that all time-off requests are accurately reflected in schedules and that coverage is maintained without disruption.

• Coordinate with recruiters to address staffing gaps and ensure timely onboarding of new hires.

• Provide necessary administrative support for the hiring process, including documentation and scheduling interviews.

• Maintain accurate employee and patient records, ensuring compliance with HIPAA and company policies.

• Prepare and process necessary documentation, such as timesheets, payroll inputs, and billing support.

• Track and report operational metrics such as staff availability, shift coverage, and compliance indicators.

• Communicate with clinical staff, patients, and external partners as needed to support scheduling, billing, and administrative requirements.

• Support management in implementing policies, procedures, and workflow improvements.

• Assist in audits, reporting, and analysis of scheduling, staffing, and operational performance.

• Serve as a point of contact for employees needing clarification or assistance regarding schedules, payroll, and administrative processes.

• Prior experience in medical administration, home healthcare, or healthcare operations preferred.

• Strong organizational and time-management skills.

• Excellent communication skills (verbal and written).

• Ability to multitask and prioritize in a fast-paced environment.

• Familiarity with scheduling software, HR systems, and Microsoft Office Suite.

• High attention to detail and commitment to accuracy and compliance.

• Key Competencies:

• Proactive problem-solving and critical thinking

• Strong interpersonal and collaborative skills

• Flexibility and adaptability in handling operational changes

• Ability to maintain confidentiality and professionalism