How to hire a medical scheduler

How to hire a medical scheduler, step by step

Here's a step-by-step medical scheduler hiring guide:

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

What does a medical scheduler do?

Post a medical scheduler job for free, promote it for a fee

Post free

1. Identify your hiring needs

   Before you start hiring a medical scheduler, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

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

   Yes

   No

   A medical scheduler's background is also an important factor in determining whether they'll be a good fit for the position. For example, medical schedulers from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list presents medical scheduler salaries for various positions.

   Type of Medical Scheduler	Description	Hourly rate
   Medical Scheduler	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-18
   Patient Care Representative	PCRs (Patient Care Representatives) are given responsibilities like updating and verifying patient information after every visit, scheduling and reminding patients about appointments, and informing patients about delays and how long the estimated waiting times will be. They are also responsible for obtaining patients' personal information like their address, contact details, insurance information, and medical and surgical history... Show more	$12-19
   Patient Representative	A patient representative is responsible for assisting the patients with their health care needs by identifying their medical concerns, assessing their medical history, and referring them to the appropriate physicians or other medical professionals for immediate treatments and further examinations. Patient representatives verify the patients' insurance information, guiding them on filling out medical forms, processing payments for medical services, and updating them for the release of medical results... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Customer Service
   • Medical Terminology
   • EMR
   • Data Entry
   • Insurance Verification
   • Patient Care
   • Phone Calls
   • Triage
   • Scheduling Patient Appointments
   • HIPAA
   • Patient Demographics
   • Outbound Calls
   • MRI

   Check all skills

   Responsibilities:

   • Manage patient pre-op responsibilities, and generate all necessary paperwork.
   • Schedule patients for any testing that is necessary including MRI's, EMG's and Doppler's.
   • Transcribe physician orders including schedule labs, testing and screening/specimens and occasionally transport patients to various location of the hospital.
   • Prepare class for transition techniques to transition from ICD-9 to ICD-10.
   • Perform basic medical assistant duties such as triage, vitals, administer IM injections.
   • Answer multiple phone lines simultaneously, schedule patient appointments, and interact with physicians and triage patient calls.

   More medical scheduler duties

3. Make a budget

   Including a salary range in the medical scheduler job description is a good way to get more applicants. A medical scheduler salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a medical scheduler in Iowa may be lower than in Washington, and an entry-level engineer typically earns less than a senior-level medical scheduler. Additionally, a medical scheduler with lots of experience in the field may command a higher salary as a result.

   Average medical scheduler salary

   $15.48hourly

   $32,201 yearly

   ---

   Entry-level medical scheduler salary

   $26,000 yearly salary

   Updated January 20, 2026

   Average medical scheduler salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$42,207	$20
   2	California	$38,540	$19
   3	Oregon	$38,246	$18
   4	Minnesota	$36,182	$17
   5	Massachusetts	$35,717	$17
   6	New York	$34,984	$17
   7	Connecticut	$34,857	$17
   8	Delaware	$33,901	$16
   9	Colorado	$33,691	$16
   10	Illinois	$32,719	$16
   11	Alabama	$32,701	$16
   12	Arizona	$32,333	$16
   13	Georgia	$32,083	$15
   14	Maryland	$31,804	$15
   15	Wisconsin	$31,744	$15
   16	Texas	$31,719	$15
   17	Nevada	$31,231	$15
   18	Pennsylvania	$30,982	$15
   19	New Mexico	$29,684	$14
   20	Indiana	$29,380	$14

   Average medical scheduler salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Beacon Hill Staffing Group	$38,480	$18.50
   2	MES Solutions	$36,686	$17.64
   3	University of Louisville	$36,267	$17.44	1
   4	MEDNAX	$36,256	$17.43
   5	Pediatric Associates, Inc.	$35,758	$17.19
   6	GI Associates	$35,611	$17.12	1
   7	ExamWorks	$35,479	$17.06
   8	Fairview Health Services	$35,477	$17.06	1
   9	Treasure Coast Community Health	$35,364	$17.00
   10	Children's Minnesota	$35,091	$16.87	1
   11	Tenet Healthcare	$34,865	$16.76	114
   12	H&j	$34,024	$16.36
   13	Johns Hopkins Medicine	$33,975	$16.33	13
   14	Addiction Recovery Care	$33,944	$16.32
   15	Professional Staffing Group	$33,708	$16.21
   16	Premier Medical Group	$33,681	$16.19	11
   17	HealthTrust	$33,275	$16.00
   18	Psg	$33,145	$15.94	2
   19	UofL Hospital	$33,007	$15.87	2
   20	LifePoint Health	$33,002	$15.87	20

4. Writing a medical scheduler job description

   A good medical scheduler job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a medical scheduler job description:

   Medical scheduler job description example

   Our client is hiring Medical Schedulers with 2+ yrs of experience.

   On site- Columbia, MD

   M-F 8am-5pm

   Primary Duties/Responsibilities Include but is not Limited to:

   1. Direct patient registration, patient insurance, billing and collections to ensure accurate patient billing and efficient account collection.

   2. Broad knowledge of front office practices and procedures, including the Company's Electronic Medical Records system (EMR).

   3. Broad understanding of insurance practices and procedures.

   4. Assist with billing related issues.

   5. Ensure compliance with regulations and standards of performance for quality care.

   6. Answer telephones and assist with patient check-in/check-out, as needed.

   7. Direct patient requests or questions to the appropriate provider.

   8. Schedule appointments.

   9. Provide assistance to other office staff as needed.

   10. Maintain excellent customer service skills in dealings with patients, coworkers, and the public.

   11. Maintain patient confidentiality.

   12. Perform related work and other duties as required.

   Additional Skills & Qualifications:

   • Must have experience working in a fast paced medical environment.
   • Must have exceptional customer service skills, excellent communication skills to schedule appointments, attention to detail and possess a good work ethic. Proficiency working with computers is a must.
   • Epic experience preferred.
   • Must have two (2) years of experience working in a Healthcare setting.

   About Aston Carter:

   Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.

   At Aston Carter, we're dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions - from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.

   Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients' capabilities by seeking solvers and delivering solutions to address today's workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit . Aston Carter is a company within Allegis Group, a global leader in talent solutions.

   The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

   If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call or email for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right medical scheduler for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   To successfully recruit medical schedulers, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   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 medical scheduler

   Once you have selected a candidate for the medical scheduler position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   After that, you can create an onboarding schedule for a new medical scheduler. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are 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.)

   Sign up to download full list

   Sign up

How much does it cost to hire a medical scheduler?