How to hire a scheduling agent

How to hire a scheduling agent, step by step

Here's a step-by-step scheduling agent hiring guide:

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

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1. Identify your hiring needs

   First, determine the employments status of the scheduling agent you need to hire. Certain scheduling agent roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

   Yes

   No

   Hiring the perfect scheduling agent 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 presents scheduling agent salaries for various positions.

   Type of Scheduling Agent	Description	Hourly rate
   Scheduling Agent	Buyers and purchasing agents buy products and services for organizations to use or resell. They evaluate suppliers, negotiate contracts, and review the quality of products.	$12-23
   Contract Worker	A contract worker is an independent contractor who only works at companies for a limited amount of time, according to agreed-upon contract terms. When it comes to employment, a contract worker may find opportunities in different industries, depending upon their set of skills and abilities... Show more	$25-45
   Landman	Landmen are referred to as the public-facing side of a gas, mineral, and oil exploration and production team. They are professionals who interact and negotiate directly with landowners for the acquisition of gas and oil drilling leases... Show more	$25-61

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Inbound Calls
   • Appointment Scheduling
   • Patients
   • Data Entry
   • Medical Terminology
   • Customer Service
   • Epic
   • Outbound Calls
   • Insurance Verification
   • EMR
   • HIPAA
   • Schedule Changes
   • Hippa
   • Radiology

   Check all skills

   Responsibilities:

   • Manage clinic visit schedules, rehabilitation conferences, medical exams, trial appearances, depositions, etc.
   • Verify establish patients demographic information and insurance verification.
   • Exercise security and privacy measures in accordance with HIPAA to protect patient information.
   • Document patients information/medical history, answer patients questions regarding preparation for appointments, issues and reschedules following order/referrals as written.
   • Assist director and clinical manager in overall administration of department including budget reconciliation of payroll, scheduling and unit supplies.
   • Interview patients conducting initial triage to determine primary medical need and providing assistance or coordinating appropriate services.

3. Make a budget

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

   • Location. For example, scheduling agents' average salary in north carolina is 42% less than in alaska.
   • Seniority. Entry-level scheduling agents earn 48% less than senior-level scheduling agents.
   • Certifications. A scheduling agent 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 a scheduling agent's salary.

   Average scheduling agent salary

   $35,269yearly

   $16.96 hourly rate

   ---

   Entry-level scheduling agent salary

   $25,000 yearly salary

   Updated January 20, 2026

4. Writing a scheduling agent job description

   A good scheduling agent 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 scheduling agent job description:

   Scheduling agent job description example

   ATI's Central Scheduling Agent Team is dedicated to providing a five-star customer experience to prospective incoming patients to ATI Physical Therapy.
   
   As a Central Scheduling Agent you will provide the best solutions and options for our patients and callers. You will be responsible for supporting the overall intake process of all patient referrals received through inbound phone calls and facilitate outbound calls for referrals received by email or via fax within established department standards in a friendly and upbeat manner.
   Work Schedule: 8:00 a.m. - 6:00 p.m.
   
   What you will bring to be successful:
   
   * Experience in customer service
   * Experience working in an office environment using telephone and computer systems
   * Knowledge of the healthcare industry
   
   ATI offers an attractive total compensation package with best in class, customizable benefits plan including:
   
   * Medical, Dental,Vision Insurance
   * An exceptional 401k plan
   * At ATI, we care about your work life balance. We want you to enjoy your time away from work by utilizing our competitive PTO plan
   * Being a healthcare company, we understand what it means to feel safe and healthy. ATI provides a bank of sick time to use for emergencies
   * Paid holidays
   * And the ability to add in and customize benefits like our popular pet insurance
   
   This is an opportunity to join the best Physical Therapy Company in the world while learning great skills that will help your personal and professional growth. We are the largest physical therapy company under one brand name in the U.S., but also pride ourselves on our small-practice, family-like atmosphere.
   
   Responsibilities
   
   * Responsible for scheduling patients for physical therapy needs.
   * Maintains strict confidentiality with patient information.
   * Support patients by sharing important and relevant information with callers that promotes options and resources.
   * Collaborate with other departments and clinics to ensure patient's needs are met.
   * Build relationships with external business partners that include physicians, attorneys, nurses, case managers, and other healthcare groups.
   * Engage and productively participate in team meetings, huddles, and training.
   
   Qualifications
   
   Minimum Education
   
   Required
   
   * A High School Diploma or Equivalent
   
   Preferred
   
   * Bachelor's Degree in healthcare related field
   
   Preferred:
   
   * 1 year in a customer service environment with some knowledge of the healthcare industry.
   * 1 year of working in an office environment
   
   Knowledge Skills and Abilities
   
   * Excellent inbound and outbound telephone rapport building skills, assessing the needs of prospective new patients, and communicating the value of ATI Physical Therapy services. Securing and accurately scheduling an appointment for each referral according to departmental workflows.
   * Adhere to all required steps in established referral intake workflows and supporting all work queues within SLA's. Accurate entry of all information into all system. Complete all follow up work with both prospective patients and internal/external business partners.
   * Demonstrate superior communication skills, both written and verbal.
   * Being open, flexible, and demonstrating the ability to cross train to support similar work area in department.
   * Understand and exercise the use of internal management escalation processes to resolve any barriers to scheduling referrals, patient, or caller's concerns.
   * Composure, professionalism, friendliness, and empathy in all interactions with callers and team members.
   * Strong attention to detail, superior customer service skills, and ability to multi-task with strong computer skills are necessary with effective critical thinking.
   * The qualified candidate will be ready to work in a fast-paced and rapidly changing environment.

   Copy this example

   

5. Post your job

   There are a few common ways to find scheduling agents 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 scheduling agent job on Zippia to find and recruit scheduling agent candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting scheduling agents requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   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 scheduling agent

   Once you've found the scheduling agent candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   Once that's done, you can draft an onboarding schedule for the new scheduling agent. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

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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