How to hire a scheduling coordinator

How to hire a scheduling coordinator, step by step

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

What does a scheduling coordinator do?

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1. Identify your hiring needs

   First, determine the employments status of the scheduling coordinator you need to hire. Certain scheduling coordinator 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 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.

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

   Type of Scheduling Coordinator	Description	Hourly rate
   Scheduling Coordinator	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-22
   Medical Scheduler	A medical scheduler typically works with patients to coordinate appointment dates and times with health care professionals. Medical schedulers often work in hospitals, outpatient care centers, and other medical practices... Show more	$12-18
   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

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Patients
   • Customer Service
   • Medical Terminology
   • Home Health
   • Patient Care
   • Surgery
   • Data Entry
   • Phone Calls
   • Patient Appointments
   • Payroll
   • Office Equipment
   • HIPAA
   • Appointment Scheduling
   • EMR

   Check all skills

   Responsibilities:

   • Manage medical records entering data with CPT and ICD-9 codes preserving an environment of thoroughness and accuracy.
   • Manage payment postings, verify insurance coverage prior to patient appointments and advise patients of insurance referrals or authorizations require.
   • Manage inpatient transfers to rehabilitation and medical facilities, along with preparing and monitoring outpatient billings insurance verification and referrals.
   • Perform patient registration, insurance verification, and assist patients with scheduling radiology and chemotherapy appointments in a demanding environment.
   • Enter all patient information in EMR system, scan all of patients medical record into EMR system and classify by sections.
   • Check patient insurance coverage, determines if referral or authorization for surgery is needed.

   More scheduling coordinator duties

3. Make a budget

   Including a salary range in the scheduling coordinator job description is a good way to get more applicants. A scheduling coordinator 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 scheduling coordinator in Idaho may be lower than in Maine, and an entry-level engineer typically earns less than a senior-level scheduling coordinator. Additionally, a scheduling coordinator with lots of experience in the field may command a higher salary as a result.

   Average scheduling coordinator salary

   $36,493yearly

   $17.54 hourly rate

   ---

   Entry-level scheduling coordinator salary

   $28,000 yearly salary

   Updated December 15, 2025

   Average scheduling coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Maine	$55,739	$27
   2	New York	$52,324	$25
   3	Massachusetts	$51,657	$25
   4	New Jersey	$47,853	$23
   5	Connecticut	$46,090	$22
   6	Rhode Island	$45,407	$22
   7	Washington	$45,099	$22
   8	New Hampshire	$42,775	$21
   9	Maryland	$42,209	$20
   10	California	$41,555	$20
   11	Pennsylvania	$40,520	$19
   12	Oregon	$40,321	$19
   13	Minnesota	$40,108	$19
   14	Illinois	$38,510	$19
   15	Colorado	$38,264	$18
   16	Virginia	$38,137	$18
   17	Arizona	$37,884	$18
   18	Nevada	$37,380	$18
   19	New Mexico	$37,275	$18
   20	Georgia	$36,818	$18

   Average scheduling coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Los Alamos National Laboratory	$62,111	$29.86	1
   2	University of California-Berkeley	$47,981	$23.07
   3	University of Massachusetts Boston	$45,658	$21.95
   4	Vertex Pharmaceuticals	$45,598	$21.92
   5	Taylor Morrison	$45,569	$21.91
   6	Gallaudet University	$44,014	$21.16
   7	American Woodmark	$43,879	$21.10
   8	NBCUniversal	$43,853	$21.08	8
   9	Prime Healthcare	$42,853	$20.60	58
   10	Sutter Health	$42,298	$20.34	58
   11	Beacon Hill Staffing Group	$41,861	$20.13
   12	Tyler Junior College	$41,806	$20.10
   13	Dignity Health	$41,661	$20.03	100
   14	Blue Raven Solar	$41,507	$19.96
   15	Children's Hospital Colorado	$41,279	$19.85	5
   16	Univ Of Colorado-Colorado Spgs	$41,185	$19.80
   17	Marriott International	$41,138	$19.78	27
   18	SunPower	$40,905	$19.67	6
   19	Fluidigm	$40,896	$19.66
   20	Legends Hospitality	$40,811	$19.62

4. Writing a scheduling coordinator job description

   A scheduling 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 a scheduling coordinator job description:

   Scheduling coordinator job description example

   Join our team and grow with us both professionally and personally!
   
   Acts Retirement-Life Communities is the nation's largest not-for-profit owner, operator, and developer of resort-style continuing care senior living communities, including independent living, assisted living and skilled nursing care. The Acts family proudly consists of 26 communities in 9 states, and over 7,000 employees. Acts provides residents with a lifestyle that includes on-campus conveniences, services, and amenities such as casual and fine dining venues, beauty salons, fitness centers, security, healthcare, activity programs, and much more. Our employees are inspired by a culture of Loving-Kindness, and we are fully committed to appreciating the array of backgrounds and talents demonstrated by our employees.
   
   Acts is currently seeking qualified candidates for our Scheduling Coordinator position.
   
   In this role, you will be responsible for coordinating staffing coverage and reporting the needs or concerns of clients and/or staff to the supervisor.
   
   The ideal candidate will meet the following requirements:
   
   + High school diploma or equivalent
   
   + One year of scheduling experience, preferably in a Home Health environment
   
   + Effective communication and organizational skills
   
   + Customer service and problem-solving skills
   
   To protect the health and safety of our residents, employees, and the communities we serve, Acts has implemented a universal COVID-19 and Influenza (Flu) vaccination requirement for all employees. Qualified reasonable accommodation requests for medical and religious exemption will be reviewed by the Human Resources Department.
   
   Full-time employees are eligible for a generous benefit package including health benefits (medical, dental and vision), health spending account, life insurance, disability programs, 401(k) with 4% company match, paid time off (PTO) and holidays, and much more! Some part-time positions may also be eligible to receive certain benefits.
   
   For more information or to apply, visit us at www.acts-jobs.org.
   
   Acts is an equal opportunity employer that is committed to diversity and inclusion in the workplace. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, gender, gender identity or expression, sexual orientation, marital status, national origin, disability, veteran status, or any other characteristic protected by law. Acts is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process.
   
   Street: 4000 Village View Drive

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right scheduling coordinator 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 scheduling coordinator job on Zippia to find and recruit scheduling 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 scheduling 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.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 coordinator

   Once you've decided on a perfect scheduling 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 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 coordinator. 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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How much does it cost to hire a scheduling coordinator?