How to hire a scheduling assistant

How to hire a scheduling assistant, step by step

Here's a step-by-step scheduling assistant 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 assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new scheduling assistant
• Step 8: Go through the hiring process checklist

What does a scheduling assistant do?

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1. Identify your hiring needs

   The scheduling assistant 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?

   Yes

   No

   A scheduling assistant's background is also an important factor in determining whether they'll be a good fit for the position. For example, scheduling assistants 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.

   Here's a comparison of scheduling assistant salaries for various roles:

   Type of Scheduling Assistant	Description	Hourly rate
   Scheduling Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-20
   Scheduling Coordinator	A scheduling coordinator is responsible for arranging the calendars and managing the appointments of a senior employee. Scheduling coordinators keep a record of meetings, reminding the key personnel as well as other participants of any schedule adjustments and cancellations... Show more	$13-22

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Patient Care
   • Appointment Scheduling
   • Phone Calls
   • Data Entry
   • Medical Terminology
   • Office Equipment
   • Home Health
   • Payroll
   • Surgical Procedures
   • Patient Scheduling
   • Patient Registration
   • Front Desk
   • Scheduling Software

   Check all skills

   Responsibilities:

   • Orchestrate special events and reservations; manage customer relations and provide exemplary service to all customers.
   • Retrieve patient's medications and previous encounters through EMR online systems.
   • Scan and index incoming documentation into EMR.
   • Assist with positioning and preparing patients for surgeon post-operative exam.
   • Maintain up-to-date payroll and mailing information for homemakers in a self generate database.
   • Provide excellent customer service to patients while maintaining HIPPA guidelines and supporting clinic management.

   More scheduling assistant duties

3. Make a budget

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

   • Location. For example, scheduling assistants' average salary in georgia is 42% less than in hawaii.
   • Seniority. Entry-level scheduling assistants earn 40% less than senior-level scheduling assistants.
   • Certifications. A scheduling assistant 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 assistant's salary.

   Average scheduling assistant salary

   $16.23hourly

   $33,760 yearly

   ---

   Entry-level scheduling assistant salary

   $26,000 yearly salary

   Updated December 14, 2025

   Average scheduling assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$43,027	$21
   2	Texas	$39,750	$19
   3	Massachusetts	$38,665	$19
   4	Illinois	$37,273	$18
   5	Minnesota	$35,308	$17
   6	Colorado	$35,221	$17
   7	Maryland	$35,054	$17
   8	Pennsylvania	$34,805	$17
   9	New York	$34,141	$16
   10	Arizona	$34,007	$16
   11	Utah	$33,787	$16
   12	Florida	$32,689	$16
   13	Michigan	$32,652	$16
   14	Ohio	$31,682	$15
   15	North Carolina	$31,406	$15
   16	Iowa	$30,108	$14
   17	Tennessee	$29,800	$14
   18	Oklahoma	$28,010	$13
   19	Indiana	$26,862	$13

   Average scheduling assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Brigham and Women's Hospital	$41,949	$20.17	16
   2	University of Colorado Boulder	$40,749	$19.59	1
   3	Univ Of Colorado-Colorado Spgs	$40,055	$19.26
   4	Griffin Hospital	$38,613	$18.56
   5	Loyola University Maryland	$38,550	$18.53
   6	Beth Israel Deaconess Medical Center	$38,182	$18.36	2
   7	North Shore Community Health	$37,274	$17.92
   8	Murray	$36,010	$17.31	3
   9	Earnhardt Auto Centers	$35,576	$17.10	1
   10	Maine Health/maine Mental Health Partners	$35,330	$16.99	28
   11	Berklee College of Music	$35,065	$16.86	2
   12	Marine Corps Heritage Foundation	$34,500	$16.59
   13	Live Nation Entertainment	$34,077	$16.38	7
   14	The HT Group	$33,806	$16.25
   15	Kelly Services	$33,533	$16.12	37
   16	Graphic Packaging International	$33,348	$16.03	4
   17	Indiana University Health La Porte Hospital Inc	$33,346	$16.03	4
   18	Robert Half	$33,213	$15.97	266
   19	CHRISTUS Health	$33,112	$15.92	15
   20	Colfax Corporation	$33,084	$15.91

4. Writing a scheduling assistant job description

   A job description for a scheduling assistant role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a scheduling assistant job description:

   Scheduling assistant job description example

   MUST LIVE IN INDIANA This is a full-time remote position, with 2-3 weeks of onsite training during the onboarding process. Should a team member not meet the productivity and work from home expectations, they will be advised to return onsite full time until the performance has improved. This position is responsible for the delivery of customer facing services within Revenue Cycle System Services. Responsibilities may include, but are not limited to, scheduling, registration, insurance verification, prior-authorization, financial counseling/individual solutions, cashiering, release of information and customer service. Position adheres to departmental productivity, quality, and service standards in support of operational goals. Private work-form-home environment and High Speed Internet Service. Flexibility & availability to come into the Scheduling Center, located in Downtown Indianapolis, on occasion for training, department meetings, etc. Self motivated & multi-task oriented; to manage working in several Patient Platforms. Driven and career oriented, willing to start at $16/hr - commensurate with relevant experience [resume must be linked to the application], with upward succession into leadership.
   
   + The team member will be required to complete 2-3 weeks of onsite training at our Shadeland location before working from home. This may be extended based on proficiency and performance. This onsite support will ensure all new hires build confidence and proficiencies with all systems technologies and collaboration with the team.
   
   + Before being eligible to work from home, a team member must submit proof of internet speed test resulting in minimum internet speed requirements of 20 MG download and 10 MB Upload to ensure all systems work appropriately and effectively.
   • At least one year of experience in hospital or physician Revenue Cycle strongly preferred.
   
   • Requires working knowledge of patient registration and financial clearance.
   
   • Requires a high level of interpersonal and problem solving skills.
   
   • Requires effective written and verbal communication skills.
   
   • Requires the ability to work within a team and maintain collaborative relationships.
   
   • Requires the ability to take initiative and meet objectives. REQNUMBER: 335814

   Copy this example

   

5. Post your job

   To find the right scheduling assistant for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with scheduling assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit scheduling assistants who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   To successfully recruit scheduling assistants, 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 to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   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 assistant

   Once you have selected a candidate for the scheduling assistant 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.

   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.

   After that, you can create an onboarding schedule for a new scheduling assistant. 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.)

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