Scheduling Specialist - Cardiology

Community Health Systems•Fort Wayne, IN

About The Position

The Scheduling Specialist manages and optimizes scheduling for patients and physicians’ offices within a hospital or medical facility. The role coordinates appointments, procedures, and treatments across departments to support efficient resource use and high-quality patient care. As a liaison between patients, medical staff, and administrative teams, the specialist ensures timely, accurate scheduling and provides excellent customer service. The position schedules and confirms appointments, maintains patient information in electronic health records or scheduling systems, coordinates with clinical staff, and handles cancellations, referrals, and patient communications. It also reviews incoming orders, gathers information needed for specific tests, provides preparation instructions, and prioritizes urgent orders. The role requires regular, reliable attendance and compliance with applicable policies and standards. The position is not eligible for immigration sponsorship; applicants must be authorized to work in the U.S. for an employer.

Requirements

Strong knowledge of appointment scheduling, patient flow management, and administrative procedures.
Strong organizational and time-management skills, including the ability to manage multiple tasks and deadlines.
Excellent verbal and written communication skills for interacting with patients, medical staff, and administrative teams.
High attention to detail and accuracy, particularly in data entry and record-keeping.
Ability to work in a fast-paced environment while maintaining a calm, professional demeanor.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and hospital scheduling or EHR software.
Applicants must be authorized to work in the U.S. for an employer; immigration sponsorship is not available now or in the future.

Nice To Haves

Associate degree or certification in Healthcare Administration, Medical Office Administration, or a related field.
0–2 years of experience in medical scheduling, administrative support, or customer service.
0–2 years of experience with electronic medical record (EMR) systems, scheduling software, or medical front desk operations.
Knowledge of medical terminology.

Responsibilities

Schedule patient appointments for consultations, tests, procedures, and follow-ups, allocating time and resources appropriately.
Notify patients of appointment confirmations, cancellations, or reschedules and provide necessary information and instructions.
Enter and update patient information accurately in electronic health records or scheduling systems.
Coordinate with medical staff to align appointments with clinical priorities and optimize provider schedules.
Track cancellations and no-shows, arrange timely rescheduling, and minimize disruptions.
Provide administrative support, including answering calls, managing patient referrals, and coordinating patient files.
Receive orders from the Order Facilitator and review them for validity and completeness.
Ask patients questions required for specific tests and provide procedure preparation or instructions.
Prioritize work efficiently, including timely processing of STAT orders.
Notify ordering offices when unable to contact their patients to schedule procedures.
Offer alternative scheduling options to accommodate patient preferences and medical needs.
Communicate with physicians, nurses, and other medical professionals to ensure appointments reflect clinical priorities and patient needs.
Perform other duties as assigned.
Maintain regular and reliable attendance and comply with policies and standards.