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Scheduler Job Description: Top Duties and Qualifications

Edited by Indeed Employer Content Team
Last updated July 16, 2025
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Indeed’s Employer Resource Library helps businesses grow and manage their workforce. With over 15,000 articles in 6 languages, we offer tactical advice, how-tos and best practices to help businesses hire and retain great employees.

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9 min read

A 704245324scheduler3.89medical receptionist2.82appointment scheduler0.79medical office0.7medical scheduler0.6164743516442127.2521.4555.10HOURLY2932704652025-10-012025-10-312025-09-012025-09-302025-11-05Scheduler, 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.

704245324scheduler3.89medical receptionist2.82appointment scheduler0.79medical office0.7medical scheduler0.6164743516442127.2521.4555.10HOURLY2932704652025-10-012025-10-312025-09-012025-09-302025-11-05Scheduler duties and responsibilities

Text reads: "Sample scheduler duties: Scheduling exams and procedures, Determining optimal appointment lengths, Confirming appointment times with patients, Resolving scheduling conflicts"

A 704245324scheduler3.89medical receptionist2.82appointment scheduler0.79medical office0.7medical scheduler0.6164743516442127.2521.4555.10HOURLY2932704652025-10-012025-10-312025-09-012025-09-302025-11-05Scheduler 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 704245324scheduler3.89medical receptionist2.82appointment scheduler0.79medical office0.7medical scheduler0.6164743516442127.2521.4555.10HOURLY2932704652025-10-012025-10-312025-09-012025-09-302025-11-05Scheduler 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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Scheduler Job Description Examples

Example 1

Comfort Keepers in Summerlin, NV is looking for an Experienced Home Care Scheduling Coordinator to join our team. The right candidate must have at least One year of Day to Day Home Care Scheduling Experience for a group of 50 employees or larger.

The Scheduling Coordinator will work with clients and active caregivers to identify open shifts, availability, and coordinate schedules. You must have at least One year of experience using computerized scheduling programs to be considered.

At Comfort Keepers, you will get to work with one of the area's best senior care providers in a Supportive Team Environment!

Benefits:

Company benefits include, sick time, vacation time, bonus plan and health benefits

Hours:

Normal business hours are 8:30am - 4:30pm Monday- Friday in office

Minimum Requirements:
  • At Least One (1) Year of Hands On Experience working with Home Care Scheduling Software, create schedules for Clients and Caregivers
  • High School Diploma or GED required
  • Caregiving experience a plus
  • Strong Microsoft Office Suite skills primarily with Outlook and Excel
  • Excellent written and oral communication skills
  • Demonstrate courteous and cooperative behavior with managers and staff in a positive, professional, business manner.

    Job Duties:
  • Coordinating with Care Coordinators for the best Caregiver personality fit.
  • Ensure vacant shifts are filled and are adequately staffed by making calls and enlisting the help of the operations management team.
  • Utilize creative thinking to help scheduling concerns and assist staff with shift swaps
  • Notify caregivers and clients of schedule/staff changes
  • Calculate budgeted hours and determine in advance how many employees are needed so the puzzle of the schedule fits together.
  • Must have a knowledge of the staffing policies and procedures.
  • Report staffing concerns immediately (over or under staffed).
  • Coordinate caregiver requests for time off to ensure coverage for open shifts
  • Must be willing to have the after-hours telephone on a rotational basis

    Job Type: Full-time

    Pay: $36,000.00 - $44,000.00 per year

    Benefits:
  • Health insurance
  • Paid sick time
  • Paid time off
    Schedule:
  • Day shift
  • Monday to Location: In person

    • Example 2

    About us

    Ohana Kids And Family Kare is a small business in Phoenix, AZ. We are professional, agile and fast-paced.

    Our work environment includes:
  • Modern office setting
  • Food provided


    We are seeking an experienced and reliable Medical Receptionist to work at a busy medical facility. The ideal candidate will have prior experience in a medical setting and the ability to prioritize a heavy workload. The Medical Receptionist will greet patients, take care of billing issues and schedule appointments.

    Responsibilities:
  • Greet people.
  • Answer phone calls.
  • Schedule appointments.
  • Process payments and insurance forms.
  • Have a thorough understanding of medical terminology and practice protocols.
  • Be aware of health risks and safety measures for certain treatments.
  • Handle patient charts.

    Job Type: Full-time

    Pay: $16.00 - $17.00 per hour

    Benefits:
  • Dental insurance
  • Free parking
  • Paid sick time
  • Paid time off
  • Vision insurance
    Healthcare setting:
  • Clinic
  • Inpatient
  • Private practice
    Medical specialties:
  • Pediatrics
  • Primary Care
    Schedule:
  • Monday to Friday



    Ability to commute/relocate:
  • Phoenix, AZ 85032: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Customer service: 5 years (Required)
  • Medical terminology: 2 years (Required)
  • Computer skills: 2 years (Preferred)

    Language:
  • Spanish Location: In person

    • Example 3

    Hours: Monday - Friday 8AM - 5PM

    40 Hours/Week as Per Diem, may become Full Time permanently

    Location: Darroch Brain & Spine Institute (Modesto, CA)

    Duties:
    - Answering phone calls and inquiries from patients regarding surgery scheduling
    - Coordinating with surgeons, nurses, and other healthcare professionals to schedule surgeries
    - Ensuring all necessary paperwork and documentation is completed accurately and in a timely manner
    - Managing patient records and updating information as needed
    - Providing excellent customer service to patients and addressing any concerns or questions they may have
    - Collaborating with insurance companies to verify coverage and obtain necessary authorizations for surgeries
    - Maintaining confidentiality of patient information at all times

    Experience:
    - Previous experience working in a medical office or healthcare setting required
    - 1 + years Surgery Scheduling experience required
    - Knowledge of medical terminology and procedures related to surgery scheduling
    - Strong attention to detail and organizational skills
    - Excellent communication and interpersonal skills
    - Ability to work in a fast-paced environment and handle multiple tasks simultaneously

    If you are passionate about providing exceptional patient care and have the necessary experience, we would love to hear from you. Please submit your resume detailing your relevant experience.

    Pay: $18.42 - $24.00 per hour

    Expected hours: 40 per week

    Benefits:
  • 401(k)
  • 401(k) matching
  • Employee assistance program
    Healthcare setting:
  • Clinic
  • Outpatient
    Medical specialties:
  • Neurology
    Schedule:
  • Monday to Friday



    Experience:
  • Surgery Scheduling: 1 year (Required)
  • Medical terminology: 1 year (Required)
  • Computer skills: 1 year Location: In person

    • Example 4

    At Tucson Gastroenterology Specialists, our team members focus on transforming the patient experience and delivering exceptional quality care. Candidates should excel in fast paced environments, express a willingness to learn, be passionate about what they do.

    Qualifications

  • High school diploma/GED
  • Minimum of one year of medical office experience
  • Strong problem-solving skills with both verbal and written communication
  • Strong attention to detail, time management, and organizational skills
  • Ability to work independently, prioritization and organization tasking in a high-volume setting
  • Effective communication skills with management, clients, customers, and the public.
  • Ability to collaborate with other departments in the office regarding patient care.
  • Always follow HIPAA guidelines.
  • Requires exceptional interpersonal and communication skills
  • Requires strong computer skills, including the ability to work with medical software

    Responsibilities

    The scheduler will be responsible for answering & directing incoming calls, registering patients, scheduling appointments, and making outbound calls to schedule appointments.

    Position Summary

  • Manage a high-volume multi-line phone system for incoming calls and coordinate an appropriate date and time with patient or client, based on the exam being requested. Documenting and communicating internally.
  • Ensure patient demographics are updated correctly within EHR/EMR system.
  • If applicable to the exam patient is requesting, obtain prior exam location and request from facility at the time of schedule.
  • Must prioritize patients needs to determine when an immediate slot should be found or if a patient can come in based on the current schedule we have for that area.
  • Manage cancelations, including an event that may need to reschedule a full day, finding the best alternatives for all involved
  • Conducts themselves with upmost professionalism and exceptional customer service skills.
  • Data collection, compiling and organizing incoming referrals & answering phone calls.
  • Schedule, problem solve, communicate, and coordinate referral appointments
  • Answer, respond and document phone calls, request, and questions from patients in a timely manner. Calls must be accurately managed or redirect as appropriate.
  • Registering New Patients in EHR system with updated demographics.
  • Track and enter all new patient referral requests, register patients and schedule as needed.
  • Checking and completing daily task.
  • Requesting records as needed for patient appointments.

    Job Type: Full-time

    Benefits:

  • 401(k)
  • AD&D insurance
  • Dental insurance
  • Health insurance
  • Life insurance
  • Vision insurance
  • Sick time/Paid time off

    Medical specialties:

  • Gastroenterology

    Schedule:

  • 8 hour shift
  • Day shift
  • Monday to Thursday 8:00AM-5:00PM Friday 8:00AM-3:30PM

    Work setting:

  • Clinic

    COVID-19 considerations:

    We required that staff are fully vaccinated and can show proof of vaccination.

    Ability to commute/relocate:

  • Suite B Tucson, AZ 85712: Reliably commute or planning to relocate before starting work (Required)

    Experience:

  • EMR systems: 1 year (Preferred)
  • Medical Office: 1 year (Preferred)

    Education:

  • High school or equivalent (Required)

    Experience:

  • Medical Office: 1 year (Required)

    Language:

  • Spanish (Preferred)

    Work Location: One location

    Job Type: Full-time

    Pay: $15.00 - $18.00 per hour

    Benefits:
  • 401(k)
  • AD&D insurance
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid sick time
  • Vision insurance
    Healthcare setting:
  • Clinic
    Medical specialties:
  • Gastroenterology
    Schedule:
  • 8 hour shift
  • Day shift



    Application Question(s):
  • Are you fully vaccinated for COVID19 and can you show proof of vaccination?

    Experience:
  • Medical scheduling: 1 year (Required)
  • EMR systems: 1 year (Required)

    Language:
  • Spanish Location: In person

    • Example 5

    This position will liaise with Supply Chain/Commercial and is responsible for managing and delivering a production schedule, which meets both the requirements of our customers and also optimized the factory efficiency. The Production Scheduler is responsible for putting this schedule together; communicating it and actively helping Production produce the schedule.

    Responsibilities:
  • Assist with on-time shipments to customer by utilizing production schedule. Organize and optimize those products into a schedule, which optimized the factory efficiency, as well as meeting customer delivery requirements
  • Ensure planned orders are completed to support on time delivery and support initiatives to meet site KPI's.
  • Manage product additions to the current schedule, as required as a result of reject material (manufacturing) or urgent customer orders.
  • Become first line of defense for maintaining the structure and order of the schedule once the schedule has been prepared and submitted to the appropriate departments.
  • Responsible for active development and coordination of production schedules daily or weekly in order to meet site objectives. Ability to forecast, expedite, make immediate changes, manage lead time with managing multiple systems and demands. Create and and maintain schedules to meet production goals deadlines and customer needs.
  • Promote the quality system through adhering to the elements of and being familiar with the philosophy, quality statement, quality manual, and procedures.
  • Participate in the Columbus Safety Journey by ensuring compliance in all aspects of safety with all applicable regulations (AkzoNobel and regulatory). Attend and participate in the Columbus Plant Programs/Committees/Training as required, such as Department Safety, Plant Safety, Behavioural Safety, Housekeeping Audit Teams, ISO, Life Saving Rules or any other safety programs.
    Requirements:

    Bachelor's degree or equivalent work with 3-5 years' experience in manufacturing (raw material scheduling, customer service, and/or inventory control).
  • Strong working knowledge of effective supply chain performance including supply planning, customer service, supplier and asset management.
  • Demonstrate proficiency in Microsoft Office applications, specifically Word, Excel, MS Teams, as well as SAP knowledge and MRP experience
  • Customer focus, detail oriented
  • Excellent verbal and written communication skills, with ability to communicate effectively across all levels of the organization.
  • Good organizational and time management skills
  • Must be able to work independently and in a team oriented environment
  • Ability to work under pressure in a deadline driven environment

    Job Type: Full-time

    Pay: $55,000.00 - $65,000.00 per year

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Referral program
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance
    Schedule:
  • 8 hour shift
    Supplemental pay

    Work Location: One location

    • Example 6

    Title: Operations Scheduler
    Location: Remote
    Contract to hire opportunity: 13 months

    Job Description:

    Job Summary:
  • Position is responsible for the scheduling and resourcing for Client and Contractors.
  • Responsible for communicating or coordinating with customers the plans and expectations for the completion of customer work.
  • Works directly with Field Supervisor and engineering to prepare work schedule planning and execution of work through a 5-week schedule (T0-T5).
  • Key competencies for this position include a good working knowledge of excel, and excellent communication and people skills.
  • Strong ability to manage multiple and changing priorities within a fast paces work environment.

    Primary Responsibilities:
  • Schedules and manages the T-0 through T-5 scheduling for both Client and contractors.
  • Coordinates appointments with customers
  • Manages customer and electrician phone calls and emails regarding work schedules
  • Schedules all failed equipment type work.
  • Communicates with customers on plan and expectations for completion of customer requested work.
  • Obtains status of contractor jobs outside of the T-5 schedule and consults with the Long Range Planner on resourcing work.
  • Conducts weekly work plan meetings to communicate priorities with Field Supervisor for following week's work and reconciliation of completed and uncompleted current week's work.
  • Facilitates and coordinates customer interruptions, flagging, and specialty equipment required for future work.

    Required Skills:
  • Primavera or experience with scheduling system
  • Strong Excel skills
  • Exceptional Customer service skills
  • Strong organizational skills.

    Job Type: Contract

    Salary: $52.00 - $62.00 per hour

    Schedule:
  • Monday to Friday

    Ability to commute/relocate:
  • Allentown, PA 18101: Reliably commute or planning to relocate before starting work (Required)

    Experience:
  • Manufacturing: 1 year (Preferred)
  • Microsoft Excel: 1 year Location: One location

    • Example 7

    Lansing Institute of Urology is looking for a Patient Intake Schedulerto join our team. Competitive salary and benefit package.

    This position coordinates and facilitates the scheduling of both new and returning patients by obtaining all necessary information to ensure timely patient scheduling and billing. Maintains the Physicians' schedules to make the most efficient and effective use of their time. Maintains positive patient relations and represents the practice in a professional, friendly and patient-focused manner by performing the following duties:
  • Schedules new and return patients not recently sent into the office for appointments.

  • Coordinates with referring physician office to obtain all necessary billing and patient demographic information as well as pertinent medical records.

  • Contacts patients to confirm demographic and insurance benefit information.

  • Schedules patient appointments in accordance with scheduling guidelines and policies to ensure an equitable and effective patient distribution.

  • Obtains insurance authorizations as required.

  • Provides necessary documentation to patients for upcoming appointment.

  • Mails No-Contact letters when patient does not reply.

  • Provides back-up to Telecom position as needed.

  • Maintains medical records in compliance with state and federal regulations.

  • Monitors and addresses voicemail in a timely manner.

  • Accepts incoming telephone calls in a professional, friendly and patient-focused manner by assessing the needs of the caller and directs the call based on those needs.

  • Treats patients with respect and responds to their needs in a prompt, friendly and courteous manner.

  • Follows all HIPAA standards and procedures as set forth in the HIPAA Compliance Manual.

  • Follows all standards and procedures set forth in the Safety Handbook.

  • Performs any other duties as assigned.

    Job Type: Full-time

    Pay: From $16.00 per hour

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insurance
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday
  • No weekends

    Experience:
  • medical receptionist: 1 year Location: One location

    • Example 8

    We are seeking a Medical Scheduler/Receptionist to join our Behavioral Health Team!

    Responsibilities:
  • Maintains schedules of behavioral health providers, schedules clients, blocks schedule for meetings, pto, etc.
  • Maintains accurate flags in charts with information about limited access and BH Level 1 patients.
  • Takes minutes during behavioral health meetings.
  • Answers phone and responds to patients inquires or need to reschedule.
  • Checks messages from phone regularly.
  • Perform patient appointment scheduling.
  • Must remain in confidentiality compliance at all times.
  • Must be able to use de-escalation techniques on upset or emotional patients.
  • Must be able to remain calm under pressure, be assertive but not combative, and utilize behavioral health experience when working with the adult and pediatric patients.
  • Must be able to work independently at times while adhering to all the policies and procedures.
  • Exhibit the balance of being able to resolve issues while staying within the scope of the job duties/expertise.
  • Communicate effectively with patients, staff, and providers.
  • Work closely with staff members and be a team player
  • Additional duties include backing up the medical assistant to the psychiatrist on days when she is out and providing additional support when needed.
  • Completes patient vital signs and documents appropriately in to EHR.
  • Acts as liaison between psychiatrists and other departments. Coordinates providers schedule as requested.
  • Assists in taking care of urgent needs of patients.
  • Flexibility with the work schedule.

    Requirements:

    High School graduate of equivalent.

    2+ years similar experience working in a clinic or physician office. Behavioral health experience a plus.

    Intermediate computer skills.

    BLS CPR certification.

    Job Type: Full-time

    Pay: $15.00 per hour

    Benefits:
  • Dental insurance
  • Disability insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday
  • No weekends

    COVID-19 considerations:
    All staff members are required to receive the Covid Vaccine in order to start a position with IHCRC. Medical and religious exemptions are accepted with document

    For any questions regarding Covid Vaccine Requirement, please call [phone number] Ext.#2278

    Education:
  • High school or equivalent (Preferred)

    Experience:
  • Medical receptionist: 1 year (Preferred)
  • Computer skills: 1 year (Preferred)
  • Medical Assistant: 1 year Location: One location
    • Our mission

    Indeed’s Employer Resource Library helps businesses grow and manage their workforce. With over 15,000 articles in 6 languages, we offer tactical advice, how-tos and best practices to help businesses hire and retain great employees.

    Read our editorial guidelines
    Job Description Best Practices
    Optimize your new and existing job descriptions to reach more candidates
    Get the Guide

    What does a 704245324scheduler3.89medical receptionist2.82appointment scheduler0.79medical office0.7medical scheduler0.6164743516442127.2521.4555.10HOURLY2932704652025-10-012025-10-312025-09-012025-09-302025-11-05Scheduler 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.

    704245324scheduler3.89medical receptionist2.82appointment scheduler0.79medical office0.7medical scheduler0.6164743516442127.2521.4555.10HOURLY2932704652025-10-012025-10-312025-09-012025-09-302025-11-05Scheduler skills and qualifications

    A successful 704245324scheduler3.89medical receptionist2.82appointment scheduler0.79medical office0.7medical scheduler0.6164743516442127.2521.4555.10HOURLY2932704652025-10-012025-10-312025-09-012025-09-302025-11-05Scheduler 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 salary expectations

    2025-10-017.2521.4555.10HOURLY
    • Common salary: 21.45 HOURLY
    • Typical salaries range from 7.25 - 55.10 HOURLY
    • Find more information on Indeed Salaries

    *Indeed data – 2025-10-01

    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.

    Job description samples for similar positions

    If the Scheduler job description doesn’t meet your needs, see job descriptions for related positions:

    Job Description Best Practices
    Optimize your new and existing job descriptions to reach more candidates
    Get the Guide

    Three individuals are sitting at a table with a laptop, a disposable coffee cup, notebooks, and a phone visible. Two are facing each other, while the third’s back is to the camera. The setting appears to be a bright room with large windows.

    Hire your next Scheduler today.

    Build a job description

    Frequently asked questions about Schedulers

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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