Learn About Being a Scheduler in 2024

There are many different scheduler roles in any organization. From customer service to production, scheduler jobs play an important role in the success of an organization. In this blog post, we’re going to look at a few scheduler roles and their responsibilities.

What does a scheduler do?

Scheduling is a critical part of most businesses. It helps you plan your work so that you can get the most out of your time and resources. A scheduler can help you schedule tasks and events, set deadlines, and track progress. In this post, we’re going to learn about how a scheduler works and how it can help you run your business more efficiently.

Further more! A scheduler coordinates the daily schedules within a medical facility. Their primary duties typically involve managing the flow of patient care. A scheduler’s responsibilities can include:

• Scheduling patient appointments for consultations, medical procedures and follow-up visits

• Answering phones and greeting patients

• Performing reminder calls for upcoming appointments

• Communicating with other health care professionals about changes to preparation

• Filing paperwork

• Submitting billing or insurance claims

• Performing basic bookkeeping duties

• Coordinating daily schedules of medical professionals

• Resolving scheduling conflicts

A scheduler may also inform potential patients of products and services, resolve client inquiries or complaints and perform administrative duties as needed.

Read: Learn About Being a Dental Assistant

Average salary

Schedulers can be full or part-time employees, and they sometimes work remotely. Salaries for schedulers can vary depending on work experience, skills, education and the facility’s size, location and type of service.

• Common salary in the U.S.: $18.61 per hour

• Some salaries range from $7.25 to $38.65 per hour

Scheduler requirements

Working as a scheduler may involve certain requirements depending on the level of jobs for which you’re applying, including:

Education

A college degree is not typically required to be a scheduler, but most employers prefer at least a high school diploma or equivalent. This role has no formal educational requirements, an associate’s degree in business administration or a related field can provide applicants a competitive advantage.

Training

Most schedulers learn the skills and knowledge they need for their role while on the job. Training may include shadowing a current scheduler for one to two weeks, or until the trainee feels comfortable enough to complete tasks on their own. Schedulers can use previous clerical, administrative or secretarial experience to help them when beginning work for a new employer.

Certifications

There are no required certifications to become a surgical scheduler, but some schedulers choose to seek certifications to increase their industry appeal. Here are the most common certifications for this occupation:

• Certified Administrative Professional (CAP). Administered by the International Association of Administrative Professionals, earning this credential requires a certain amount of time of professional work experience, the length of which depends on the level of education completed. The 200-question exam for this certificate covers topics like organizational communications, business writing, technology, office and records management and operational functions.

• Professional Administrative Certification of Excellence (PACE). Administered by the American Society of Administrative Professionals, this certification is recognized worldwide and focuses on topics such as communications, project management, digital technology and people management. This certification is valid for two years. To renew certification, PACE holders must complete 24 hours of education or training in each two-year period.

• Medical Administrative Specialist certification. Obtained through the Association of Medical Technologists, individuals wishing to become certified must have at least five years of relevant experience and a high school diploma. Applicants must also pass the AMT certification examination.

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Skills

Schedulers require a variety of skills to succeed in a medical office setting. Some important skills include:

• Communication. Schedulers use communication skills to speak with coworkers and patients on a regular basis. Clearly articulating messages in person and over the phone is one of the most important skills in this profession.

• Organizational skills. Staying organized is essential to successfully perform the role of scheduler. Schedulers use organization to ensure the medical staff is available for the window set for patient appointments. It’s also important for schedulers to account for peak hours and other differences in demand when scheduling appointments and procedures.

• Problem-solving. Schedulers use problem-solving skills to prioritize duties when conflicting events arise. They will need to adjust schedules accordingly when such a conflict is presented.

• Customer service. Schedulers receive the majority of patient complaints and requests. Responding appropriately to these challenges and placating frustrated patients requires strong customer service skills.

• Interpersonal skills. It is important for a scheduler to maintain clear, courteous communication with patients, proxies and medical professionals. As the patient’s first point of contact, a scheduler’s attitude sets the tone for the entire visit. Working at a fast pace in an often busy environment, it is a scheduler’s responsibility to remain calm and positive under pressure.

• Technical skills. Schedulers are required to use software programs to access patient records, process payments, file insurance claims, make schedules and other tasks. Basic software literacy is needed to comfortably use appointment-setting software, payment processing programs and insurance-related tasks.

Scheduler work environment

Schedulers work in a highly visible, fast-paced setting with the following elements:

• Performing a high level of often confidential interaction with patients in person and over the phone

• Frequently resolving conflicts involving sick or hurt patients

• Working in close proximity with patients and other staff members

• Completing tasks in a loud or busy environment

• Standing or sitting for extended periods of time

• Making decisions to ensure patient satisfaction

• Maintaining scheduling for the entirety of the facility’s staff, including administrative and medical professionals

The skills and experience of schedulers can often be transferred to other industries, including:

• Medical records

• Customer service

• Marketing

• Administration

How to become a scheduler

The path to becoming a scheduler includes the following steps:

1. Pursue education. In general, entry-level education requirements for schedulers include a high school diploma or equivalent. However, some employers give extra consideration to applicants who have successfully completed a training program like a medical office assistant certificate program or medical administrative specialist certification. Related studies can include medical account management, scheduling procedures, transcription techniques and insurance claims.

2. Gain relevant work experience. Aspiring schedulers can gain relevant work experience in related fields to acquire the mandatory skills for a scheduling position. These include fast-paced work environments with customer service and communication elements.

3. Prepare your resume. Include your highest level of education, relevant certifications and your work experience on a resume. Your work history section should include the company name, employment dates and a short description of your responsibilities. Showing your career progression and personal growth can make you a more attractive candidate for a scheduler job you want.

4. Apply to open scheduler positions. Aspiring schedulers, with at least two years of relevant work experience and the skills necessary for the position, should apply for a job in the field. Check local job listings for local hospitals, physicians’ offices and medical groups looking to hire schedulers. Jobs can also be found through professional staffing agencies.

Scheduler job description example

Rocky Bluffs Medical Clinic is seeking schedulers to meet increased demands. Responsibilities include:

• Answering phone calls and scheduling patient appointments

• Preparing standard registration forms

• Prioritizing phone calls and requests as necessary

• Conducting patient pre-certification to ensure coverage for appointments and medical care

• Performing the functions of the role based on pre-established procedures

• Registering patients and processing related paperwork

• Interviewing patients

• Performing other admission and scheduling tasks such as clerical and secretarial work

A high school diploma or equivalent, plus two years of work experience in a related field, is required for this role. This position requires familiarity with industry-standard concepts, practices, and procedures to plan and meet daily goals. The ideal candidate should possess exceptional communication and problem-solving skills and should be highly organized. It is critical that the applicant knows how to be empathetic but firm when balancing patient service and policy.

Other requirements are as follows:

• Neat, professional appearance

• Pleasant demeanor

• Ability to sit or stand for long periods of time

• Ability to bend, lift and carry up to 25 pounds occasionally

• Attention to detail

• Proficiency in conversational Spanish (preferred)

• Ability to remain calm while multitasking in a busy environment

• Ability to maintain patient confidentiality

Read: Learn About Being a Program Director

Conclusion

Scheduling is a critical function in any organization. It allows for the efficient use of resources, and can also improve communication within an organization. A scheduler is a software application that helps you plan and manage your work. A scheduler can be used for a variety of purposes, including job scheduling, project management, and employee productivity.