What is the job description of a scheduler?

The job description of a scheduler includes performing administrative tasks such as scheduling appointments, responding to calls from patients or clients and also sending reminders to clients, patients or customers.

For a scheduler  to properly perform his or task properly, they are expected to possess certain skills such as organisational and communication skills.

A scheduler should also be a good multitasker, this way, they can perform more tasks within a short period of time.

Typically, schedulers work in hospitals where they schedule appointments between patients and specialists.

But, they may also work in other organisations, depending on the organisation’s needs.

Since you are reading this guide on the job description of a scheduler, my guess is you are an aspiring scheduler.

Therefore, it is very important that you carefully read this free guide on a scheduler’s job description to the end.

If you have any questions, don’t hesitate to leave a comment below.


What does a scheduler do?

Schedulers are calendar coordinators whose responsibility is to coordinate the scheduling of appointments for patient’s to meet with physicians, they are also in charge of making schedules for staff.

When scheduling an appointment for a patient, a scheduler takes the patient’s symptoms and treatment in consideration to determine the urgency and the number of hours the appointment should take.

They are also in charge of allocating employees into different shifts.

It is the responsibility of a scheduler to determine how many employees will be at work at a particular time.

They also determine the number of hours each employee is to spend at work per day.

A scheduler also responds to calls and mails from patients, they inform patients whether or not the hospital will be able to provide the desired health care service or not.

In a situation where the hospital is unable to attend to the medical needs of a patient, the scheduler may recommend other health care facilities that could be of help.

What are the duties and responsibilities of a scheduler?

Schedulers perform a number of administrative activities in an organisation.

Some of the duties and responsibilities of a scheduler commonly featured in the job description include the following:

1. Answering calls

It is the duty of a scheduler to respond to calls and mails from a patient or prospective patients.

They greet patients and respond to any question or complaints they may have.

Sometimes, a scheduler calls or sends mails to patients to remind them of their already scheduled appointments.

2. Scheduling appointments

Schedulers listen to the needs of a patient via phone calls or in a physical conversation.

After which, they schedule appointments for the patient taking his or her need into consideration.

They also try to figure out the most suitable time for both the health care giver and the patient.

3. Act as liaison between patients and healthcare specialist

Schedulers liaise with health care specialists concerning schedules, patients or any changes.

In a situation where the specialist may not be available at the scheduled time, they relate with patients.

4. Resolve scheduling conflicts

Sometimes, appointment or schedule conflicts may arise between staff and/or patients.

In that case, it is the responsibility of the scheduler to resolve the conflict and restore peace and orderliness.

5. Reschedule appointment

Due to unforeseen circumstances, a patient or physician may have to cancel an appointment, and request for a rescheduling.

As such, it is also the duty of the scheduler to liaise with both parties and then reschedule the appointment to a more suitable time

Other duties and responsibilities commonly featured in a scheduler job description include:

  • Allocate staff into different shifts to ensure smooth running of operations.
  • Keep record of incoming and outgoing patients
  • Receive and submit insurance claims and payments.
  • Carry out billing duties.

The duties and responsibilities section of a scheduler’s job description is always one of the most important sections.

Therefore prospective schedulers should take it very seriously.

Because knowing what your duties are is a step towards carrying them out effectively.

What qualification do I need to become a scheduler?

A high school diploma is the minimum academic qualification a scheduler requires 

But, an associate degree or a bachelor’s degree is always preferred by most employers.

A bachelor’s degree in administration or any other related field is suitable for the job.

Proficiency in computer systems and software is also very advantageous.

Experience in administrative or clerical duties is also a huge plus.

Previous work experience as a receptionist or secretary is preferred.

Although, most schedulers receive on the job training from more experienced administrative professionals.

Employers also look out for individuals with good mathematics and computing skills.

Schedulers who work in health care facilities or hospitals are also required to have knowledge of basic medical terminologies.

After some years of gaining experience and improving your qualification, you may get promoted to other senior administrative positions.

What skills does a scheduler need?

A scheduler job description also features basic skills that makes carrying out the duties and responsibilities much more easier.

Here are some of the skills a good scheduler should have:

1. Communication skills

A good scheduler should be able to communicate effectively in writing and verbally.

They should never find communicating the technical and non technical aspects of their job difficult.

It is also important to note that good communication involves listening as much as it involves speaking.

That said, a good scheduler should also be a good listener.

2.Organisational skills

Good organisational skills is also relevant to schedulers.

Being organised is practically the only way you have scheduled appointments for so many patients and physicians without error.

It also required being detail oriented.

3. Interpersonal skills

A good scheduler should also possess good interpersonal skills.

As one, you should be able to develop good relationships with patients and physicians as well.

4. Customer service skills

It is also very necessary for a scheduler to possess customer service skills.

A good scheduler always speaks kindly to patients at all times, whether on call, mails of physical conversation.

Poor customer service can chase prospective patients or clients away.

5. Multitasking

Schedulers should be natural multitaskers.

They should be capable of doing more than one thing at a time and also work under pressure.

When multitasking doesn’t look feasible, it is important for a scheduler to prioritise activities.

More important and urgent tasks should be given preference.

But, less urgent tasks should not be completely ignored.

6. Problem solving skills

Nobody prays for problems or emergencies, especially medical crisis.

But, sometimes they happen. A scheduler may be faced with problems like an appointment crisis.

Therefore, it is very important for them to have good problem solving and critical thinking abilities.

Employers also look out for compassionate Individuals who also possess good time management skills

Where do schedulers work?

Schedulers usually work in health care facilities, but work in other organisations depending on the organisation’s needs.

Some of the typical employers of schedulers include:

  • Nursing homes
  • Health care facilities
  • Specialist hospitals
  • Manufacturing companies
  • Trucking companies
  • Retail settings.

The responsibility of schedulers who do not work in health care organisations is majorly to schedule meeting appointments and project timelines.

Schedulers job posting or vacancies are usually placed online or on local newspapers, radio and television channels.

How much do schedulers make?

The salary of a scheduler in the United States ranges from $32,000 to $65,000 per year.

On the average, schedulers in the united states, earn up to $46,000 per year according to glassdoor.

The salary of a scheduler may also be determined by experience, location, qualification and employer.

Schedulers who work for larger companies or organisations may earn more than their colleagues who work for small organisations.

Also, schedulers who work in more developed countries or start may also earn more.

Improving your qualification while on the job can also lead to an increase in your pay.

What should I include in my scheduler job description?

When creating a resume, you may want to increase every information necessary to convince employers that you are suitable for the job.

You should consider including information such as your experience, qualification and skills.

Don’t fail to also.highlight these information in your cover letter and application letter as well.

During your interview, do not underestimate the importance of making references to this information.

Don’t hesitate to make Maximum use of this free guide on the job description of a scheduler to create that professional resume that supports your goal.

Schedulers work environment and schedule

Schedulers usually work in offices. Although they are mostly found in hospitals, they have nothing to do with the direct treatment of patients.

They usually work during regular working hours. Typically from 9am to 5pm.

Is scheduler a stressful job

The job of a scheduler is necessarily stressful, although it may be demanding at some point.

But then practically all jobs out there are demanding and stressful at times.

Conclusion: scheduler job description guide

Although this guide on the job description of a scheduler was written with aspiring schedulers in mind, can also be used by employers to create a scheduler’s job description posting.

Therefore, whatever your goal is, feel free to use this guide on the job description of a scheduler to support it.

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