Medical Scheduler

Scheduling Coordinator / Customer Service Representative

Location: Rockford, IL

Employment Type: Full-Time, On-Site

Experience Level: Entry Level

We are seeking a detail-oriented and customer-focused Scheduling Coordinator to join our team. This role is responsible for coordinating appointments, communicating with clients and medical providers, managing records, and ensuring a seamless scheduling process. The ideal candidate is organized, professional, and able to thrive in a fast-paced environment while providing exceptional customer service.

• Schedule examinations using internal databases and scheduling systems.
• Coordinate and confirm appointment dates, times, and details with medical providers.
• Communicate with clients regarding appointment scheduling, changes, cancellations, no-shows, physician documentation, and receipt of records.
• Confirm receipt of medical records for review referrals.
• Prepare and distribute appointment notification letters and correspondence.
• Serve as a primary point of contact for clients, physicians, and examinees.
• Submit invoices and related billing issues to the accounting team when applicable.
• Ensure required pre-payments are collected and processed in a timely manner.
• Coordinate ancillary services such as interpreters, transportation, chaperones, and exam site arrangements.
• Respond to report status inquiries and requests for information.
• Support additional office locations and teams as needed.
• Arrange travel and lodging accommodations for out-of-town examinees.
• Process incoming mail, deliveries, and shipments.
• Participate in ongoing training and professional development activities.

• High School Diploma or equivalent.
• Minimum of 1 year of customer service experience (call center, retail, hospitality, or other customer-facing roles).
• Strong computer literacy and proficiency with Microsoft Office applications, including Excel.
• Data entry experience with a high level of accuracy.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize effectively in a busy environment.
• Ability to maintain confidentiality and professionalism.

• Experience working in a medical office, healthcare setting, or scheduling environment.
• Experience handling multiple phone lines and managing high call volumes.
• Typing speed of at least 35 WPM.
• Familiarity with office equipment including scanners, copiers, fax machines, and multi-line phone systems.
• Ability to work independently while contributing to a collaborative team environment.

• Exceptional customer service and interpersonal skills.
• Strong problem-solving and critical-thinking abilities.
• Ability to adapt to changing priorities and unexpected situations.
• Ability to remain focused and organized under pressure.
• Commitment to accuracy, quality, and continuous improvement.
• Positive attitude and team-oriented mindset.

The ideal candidate is dependable, highly organized, and enjoys helping others while managing multiple tasks throughout the day. This position is an excellent opportunity for someone looking to grow their administrative, customer service, or healthcare support career in a professional office environment.

This is a Contract to Hire position based out of Rockford, IL.

The pay range for this position is $17.25 - $17.25/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on…