Online Scheduling

The Roles and Duties of a Patient Scheduler

The Roles and Duties of a Patient Scheduler

11 Jan 2022
5 min

Working as a patient scheduler can be a rewarding experience. The job of a patient scheduler can vary depending on the size and type of your medical facility. However, there are some common duties that all patient schedulers perform.

One of the most important duties of a patient scheduler is to make sure that appointments are scheduled in a timely manner. This entails coordinating with various medical professionals as well as the patients themselves. It is important to be organized and efficient in order to make sure that everyone gets the care they need when they need it.

Another important duty of a patient scheduler is to keep track of patient information. This includes monitoring medical histories, insurance information, and contact information.

What are the requirements to become a patient scheduler?

  • Good communicator
  • Organized and efficient
  • Patient and understanding

Let's break down the role of a patient scheduler in your medical practice.

What Is a Patient Scheduler?

A patient scheduler is a person who schedules appointments for patients. The role includes making sure that the patient can see multiple doctors in one day, getting appointment reminders, and reducing no-show rates.

A good patient scheduler can be hard to find, but they are worth their weight in gold when you finally do track one down.

Here's what you should know about these vital members of any medical team.

What does a patient scheduler do?

The most important duty of a patient scheduler is…well…scheduling appointments! But there's more to it than just booking timeslots into the system.

A top-notch patient scheduler will take all sorts of factors into consideration when organizing someone's visit, from how many different doctors they'll need to see during their stay (and whether those specialists are available at the same time) right through to working around pre-existing commitments like school or work hours.

A good patient scheduler will also be responsible for sending out appointment reminders to patients so they're less likely to forget or cancel and keeping track of no-show rates.

In some cases, they may even need to reschedule appointments at the last minute if a doctor is called away unexpectedly.

Why is having a patient scheduler important?

Having a dedicated patient scheduling software for staff can make an incredible difference to both patients and doctors alike.

For patients, it means having someone available who understands their needs and can work around any potential obstacles like distance or time constraints.

And for doctors, it frees up valuable time that would otherwise be spent managing schedules.

Key Takeaway: A patient scheduler is a person who schedules appointments for patients, taking into account things like distance, time constraints, and no-show rates.

Benefits of Having a Patient Scheduler

A patient scheduler can be a great asset for healthcare providers. With a centralized system to schedule appointments, a patient scheduler reduces the chance of double-booking. This can lead to improved customer satisfaction as well as freeing up time for providers to see additional patients.

In addition, online appointment scheduling can allow 24/7 access for patients who may have difficulty making daytime appointments.

For example, let’s say Patient X is trying to make an appointment with his doctor but keeps getting busy signals when he calls during office hours. With an online scheduler, Patient X could easily book an appointment outside of normal business hours that work better for him instead of waiting days or weeks just hoping he gets lucky enough to get through on the phone line.

A poster showing patient scheduler job description
(Patient Scheduler Job Description)

How to Hire a Patient Scheduler

Patient schedulers play an important role in healthcare organizations by coordinating appointments and ensuring that patients receive the care they need in a timely manner.

If you're looking to hire a patient scheduler, there are a few things you should know.

To start with, good organizational skills and the ability to multitask are essential. The candidate must have the ability to stay calm under pressure since they will be liaising with both patients and medical staff on a regular basis.

While previous experience working in a medical setting or administrative role can be helpful, it's not always necessary.

Look for experience working in customer service or another people-oriented field.

Check related credentials such as accredited certificate programs that are specifically designed for healthcare administrators or office managers.

Knowledge about scheduling software is definitely a plus.

Pro Tip: Streamline your scheduling process and improve patient satisfaction by implementing a software like Upvio. This easy-to-use platform requires no prior experience or special skills and can be easily integrated into your existing system, allowing your patient scheduler to efficiently and effectively manage appointments.

Key Takeaway: Patient schedulers need good organizational skills, the ability to multitask, and strong communication skills. They may also need to complete an accredited certificate program.

Duties of a Patient Scheduler

A patient scheduler is in charge of maintaining records, contacting insurance companies, and working with hospital staff to ensure that appointments are made and kept.

A typical day in the life of a patient scheduler might involve meeting with patients to discuss their needs, reviewing medical histories to determine what type of care is required, making phone calls to insurance companies to verify coverage levels, and calling hospitals or clinics to schedule appointments.

In some cases, a patient scheduler may also be responsible for providing transportation services or arranging lodging accommodations for out-of-town patients.

FAQs About Patient Schedulers

What does a patient scheduler do?

This job requires speaking with customers in person or over the phone, as well as corresponding with them electronically. The position also requires helping with scheduling appointments, updating patient information, checking patients in, and reporting any customer concerns to upper-level managers.

What does a remote medical scheduler do?

The remote patient scheduler handles a large volume of incoming phone calls and schedules appointments for multiple hospitals, as well as various outpatient clinics. This requires the coordination of many different hospital and clinical department procedures.

What is a clinical scheduler?

A medical scheduling coordinator is a healthcare professional who schedules appointments for patients and communicates with them over the phone. They provide clarification on discharge instructions and ensure that the patient is booked for the right procedure.


If you're looking for a patient scheduler, there are many different types to choose from. Be sure to do your research and select the best software for your medical facility.

If you're looking for a top-notch scheduling and telemedicine software solution for your team, large or small, look no further than Upvio! Our powerful yet easy-to-use platform makes it a breeze to schedule appointments and keep track of patient information. Plus, our world-class support team is always available to help with any questions or issues you may have.

So why wait? Sign up today and see how Upvio can help you.

Need some help? Talk to an Expert

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