Medical Scheduler

TEKsystems•Rockford, IL

4d•Onsite

About The Position

The Medical Scheduling Coordinator is responsible for coordinating and managing medical examinations and related services through system databases. This role serves as a central point of communication between physicians, clients, examinees, and internal teams to ensure appointments, records, and services are scheduled accurately and efficiently while maintaining confidentiality and quality standards.

Requirements

High school diploma or equivalent
Minimum of 1 year of related experience or an equivalent combination of education and experience
Basic proficiency with computers and office equipment
Computer literacy
Microsoft Office (Word, Excel)
Data entry and record management
Electronic scheduling systems

Nice To Haves

Medical scheduling, healthcare office, or healthcare call center experience preferred
Ability to handle multiple phone lines in a high‑volume environment
Typing speed of 35 WPM or higher
Experience using office equipment (fax, copier, scanner, telephone)
Strong organizational skills with high attention to detail
Excellent verbal and written communication skills
Ability to work independently, prioritize tasks, and manage time effectively
Ability to maintain strict confidentiality
Strong problem‑solving skills and adaptability to change
Ability to remain focused and productive in a fast‑paced or high‑pressure environment
Demonstrates a positive, team‑oriented attitude and professionalism
Adheres to company policies and procedures

Responsibilities

Schedule medical examinations using system databases
Schedule, confirm, and update appointment dates and times with physicians’ offices
Communicate with clients regarding: Appointment scheduling and changes, Cancellations and no‑shows, Physician CVs, Receipt of medical records and imaging
Confirm receipt of medical records for record review referrals
Prepare and send exam notification letters on a daily basis
Respond to requests for report status and general exam information
Communicate professionally with physicians, clients, and examinees via phone, email, and written correspondence
Submit client invoices or billing issues to accounting when charges are incurred
Ensure required pre‑payments for services are received prior to scheduling or delivery
Coordinate ancillary services, including: Interpreters, Chaperones, Transportation, Exam site rentals
Arrange lodging and transportation for out‑of‑town examinees as needed
Process incoming and outgoing mail, deliveries, and shipments
Provide support to other offices and teams as required
Participate in training, education, and development activities as assigned