Patient Scheduling Coordinator

Rom Technologies•Clearwater, FL

6d•Onsite

About The Position

The Patient Scheduling Coordinator supports ROMTech’s Operations team by coordinating patient scheduling activities, managing daily logistics communication, and ensuring timely execution of deliveries and pickups. The role acts as a key liaison among patients, third-party logistics providers, warehouse teams, and internal departments to support efficient operations, accurate scheduling, and a positive patient experience. It contributes to operational efficiency through proactive scheduling management, accurate documentation, and cross-functional coordination. The position is an in-office role in Clearwater and reports to the Director of Patient Scheduling. The employee engages with patients using approved scripting and workflows, coordinates deliveries and pickups, organizes scheduling through designated ERP platforms, and maintains accurate records of communications. The role also supports reporting, administrative activities, process improvement, meetings, training, and special projects.

Requirements

Experience in administrative support, customer service, scheduling, coordination, or a related operational role.
Strong customer service skills.
Excellent written and verbal communication skills.
Ability to multitask, prioritize responsibilities, and manage time effectively.
Strong attention to detail and commitment to accuracy.
Ability to collaborate effectively across departments to resolve operational challenges.
Strong interpersonal communication and relationship-building skills.
Highly organized, with the ability to manage multiple scheduling priorities simultaneously.
Ability to maintain confidentiality of sensitive information.
Ability to work independently with minimal supervision.
Basic computer proficiency, including Microsoft 365 applications and data entry systems.

Nice To Haves

Experience utilizing ERP systems.
Knowledge of scheduling, dispatch, logistics, or distribution operations.
Familiarity with phone system platforms and communication technologies.
Experience supporting customer-facing service operations.
Prior scheduling or dispatch experience.
Experience in logistics, distribution, transportation, or healthcare operations.
Experience coordinating multiple stakeholders and service providers.
High school diploma or equivalent.

Responsibilities

Engage patients using approved scripting and scheduling workflows.
Coordinate patient deliveries and pickups with third-party logistics providers.
Serve as the primary day-to-day point of contact for 3PL partners regarding scheduling and logistics activities.
Resolve scheduling conflicts, service issues, and customer complaints in a timely and professional manner.
Collaborate with regional logistics and warehouse teams to support efficient operational execution.
Schedule internal staff based on geographic location, business needs, and workload requirements.
Organize workflows, appointments, and scheduling activities through designated ERP platforms.
Accurately document internal and external communications within ERP and related systems.
Communicate scheduling updates and changes to internal stakeholders to support time management and operational planning.
Maintain confidentiality of sensitive patient, operational, and business information.
Monitor scheduling activities for accuracy, timeliness, and compliance with established procedures.
Provide exceptional customer service to patients and operational partners.
Assist with departmental reporting and administrative activities as needed.
Support process improvement initiatives related to scheduling, logistics, and operational workflows.
Participate in departmental meetings, training sessions, and professional development activities.
Assist with special projects and cross-functional initiatives.
Perform other related duties as assigned to support operational and business needs.