Medical Patient Scheduling Coordinator

Position Overview

We are seeking a highly organized and compassionate Medical Patient Scheduling Coordinator to report directly to the Director of Patient Services and play a key role in coordinating patient appointments, clinical schedules, documentation, and day-to-day patient service activities.

This is a newly created position and an important role as the organization continues to grow. The successful candidate will help ensure that patients are scheduled efficiently, clinical teams have the information they need, and all patient-related documentation and follow-ups are handled accurately and professionally.

The ideal candidate will have a nursing or healthcare background, excellent communication skills, strong attention to detail, and experience working with patients, healthcare professionals, and clinical administration.

Key Responsibilities

Patient Scheduling & Coordination

• Coordinate and manage patient appointments and scheduling accurately and efficiently.
• Schedule, reschedule, and confirm patient appointments as required.
• Coordinate appointments between patients, healthcare professionals, and internal teams.
• Ensure appointment calendars remain accurate, organized, and up to date.
• Follow up on missed, cancelled, or outstanding appointments.
• Communicate appointment details, changes, and updates to patients and relevant team members.
• Identify scheduling conflicts and resolve them proactively.
• Ensure patients are scheduled with the appropriate healthcare professional or service.

Patient Communication & Support

• Communicate professionally and compassionately with patients and families.
• Respond to patient questions and requests relating to appointments and scheduling.
• Provide patients with clear information regarding appointment times, requirements, and next steps.
• Follow up with patients when additional information or documentation is required.
• Escalate clinical questions, concerns, or sensitive matters to the Director of Patient Services or appropriate healthcare professional.

Clinical Administration & Documentation

• Maintain accurate and up-to-date patient records and documentation.
• Ensure required patient information is received and properly recorded.
• Follow up on missing, incomplete, or outstanding documentation.
• Assist with clinical reporting and administrative requirements.
• Coordinate the flow of information between patients, healthcare professionals, and internal teams.
• Assist with preparing documentation and information for audits, reviews, and compliance requirements.
• Maintain strict confidentiality when handling sensitive patient information.

Clinical Coordination & Compliance

• Support the Director of Patient Services with day-to-day patient and clinical coordination.
• Assist in ensuring clinical processes and procedures are followed consistently.
• Help maintain compliance with relevant healthcare policies and requirements.
• Identify administrative or scheduling issues that may impact patient care and escalate appropriately.
• Assist with improving patient scheduling and clinical administrative processes as the organization grows.

Requirements

• Nursing or healthcare-related qualification/background.
• Previous experience in a clinical, nursing, healthcare, medical administration, patient services, or scheduling environment.
• Experience working directly with patients and/or healthcare professionals.
• Strong understanding of patient documentation and healthcare processes.
• Experience with patient scheduling, appointment coordination, or clinical administration is highly advantageous.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Highly organized with excellent follow-through.
• Able to manage multiple appointments, priorities, and requests simultaneously.
• Comfortable working independently and taking initiative.
• Strong computer and administrative skills.
• Professional, compassionate, reliable, and accountable.
• Able to recognize when an issue requires clinical escalation rather than attempting to make a clinical decision independently.

Ideal Candidate

The ideal candidate is a nursing or healthcare professional who is highly organized and enjoys the coordination and administrative side of patient care.