How to hire an appointment coordinator

How to hire an appointment coordinator, step by step

Here's a step-by-step appointment coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an appointment coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new appointment coordinator
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The appointment coordinator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

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   Hiring the perfect appointment coordinator also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list shows salaries for various types of appointment coordinators.

   Type of Appointment Coordinator	Description	Hourly rate
   Appointment Coordinator	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-17
   Scheduler	A scheduler is responsible for arranging appointments and carrying out reminder calls and correspondence to anyone involved. In a company setting, it is also a scheduler's responsibility to coordinate with various departments and personnel to organize an accurate timetable that will consist of meetings, gatherings, deadlines, or other pressing matters... Show more	$11-32
   Medical Receptionist	Medical receptionists are responsible for manning the front desk at a medical facility such as a clinic or a hospital. They manage schedules and appointments in the clinic or hospital... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Customer Service
   • Repair Orders
   • Data Entry
   • Service Calls
   • Phone Calls
   • Patient Demographics
   • Patient Appointments
   • Outbound Calls
   • Schedule Appointments
   • Toyota
   • Front Desk
   • Inbound Calls
   • Punctuality

   Check all skills

   Responsibilities:

   • Manage check-in and registration process for all appointments including physician appointments and medical imaging.
   • Schedule re-check appointment and MRI appointments.
   • Make sure all HIPAA laws are adhere to.
   • Schedule new patient, re-check and MRI counseling appointments.
   • Access EMR to respond to clinic/patient request for medical information.
   • Maintain confidentiality of all patient information per HIPAA guidelines.

3. Make a budget

   Including a salary range in your appointment coordinator job description is a great way to entice the best and brightest candidates. An appointment coordinator salary can vary based on several factors:

   • Location. For example, appointment coordinators' average salary in mississippi is 47% less than in district of columbia.
   • Seniority. Entry-level appointment coordinators earn 32% less than senior-level appointment coordinators.
   • Certifications. An appointment coordinator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an appointment coordinator's salary.

   Average appointment coordinator salary

   $14.97hourly

   $31,144 yearly

   ---

   Entry-level appointment coordinator salary

   $25,000 yearly salary

   Updated January 22, 2026

4. Writing an appointment coordinator job description

   An appointment coordinator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of an appointment coordinator job description:

   Appointment coordinator job description example

   COMPENSATION RANGE: $16-$18/hour based on experience

   SIGN ON BONUS: N/A

   REQUIREMENTS:

   • Organized and ambitious self-starter

   • Enthusiastic personality

   • Knowledge of dealership procedures preferred, but not required

   • Ability to provide quality customer service

   • Computer literacy

   • Prompt & courteous

   • Professional personal appearance & excellent verbal/written communication

   • Must have clean & valid driver's license

   KEY RESPONSIBILITIES:

   • Answer customer calls and establish follows-up with service appointments

   • Answer customer questions about service performed or products purchased or refer them to someone who can

   • Any other duties assigned by manager

   BENEFITS:

   • Medical, Dental and Vision

   • 401K Plan with Employer Match

   • Paid Time Off

   • Paid Weekly

   • An employer funded Life Insurance Plan

   • Discounts on services and parts

   • Employee vehicle purchase plans

   • Company provided uniforms

   ABOUT US:

   The Lia Auto Group is one of the top 100 automotive groups in the country, established in 1977 by Bill Lia Sr. The group consists of 21 dealerships throughout New York, Connecticut, and Massachusetts, offering a variety of manufacturers including Honda, Toyota, Hyundai, Nissan, Infiniti, Volkswagen, and Chrysler Jeep Dodge Ram (CJDR). Lia also provides rental and full-body repair services at the Lia Collision Center in Colonie, NY.

   The Lia Group Companies has since grown to include Vent Fitness, Lia Insurance Agency, BurgerFi, and various commercial properties including Hamilton Square shopping center in Guilderland, NY. Our team of over 1,500 dedicated staff members have delivered quality products and exceptional consumer experiences for over 40 years.

   With a long history of success and continuous expansion, the Lia Auto Group provides ample opportunity for development and growth to current and future employees. We offer competitive wages, generous benefits, and a rewarding, safety-conscious work environment. We seek those who can help us take our growth and service to the next level.

   COMMUNITY:

   We are heavily involved in supporting the communities we live in and work in and look for people to join us in volunteerism and fundraising efforts for many local charities and non-profit organizations.

   
   

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5. Post your job

   There are a few common ways to find appointment coordinators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your appointment coordinator job on Zippia to find and recruit appointment coordinator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit appointment coordinators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new appointment coordinator

   Once you've decided on a perfect appointment coordinator candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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