What are the responsibilities and job description for the Medical Scheduling Coordinator position at Eastlake Cardiovascular PC?
Job Title: Medical Scheduling Coordinator
Location: St. Clair Shores, MI
Reports To: Office Manager
Status: Full-time, Non-Exempt
About Us: Eastlake Cardiovascular, PC is a comprehensive cardiovascular practice dedicated to the most advanced diagnostic, preventive and therapeutic options for the entire spectrum of cardiac and vascular diseases. We are a well-established practice with over 100 employees and multiple locations in Macomb and Oakland counties. We are committed to fostering a collaborative and professional work environment where team members thrive.
Position Summary: We are seeking a highly organized, detailed oriented and adaptable Medical Scheduling Coordinator to coordinate the daily schedules of internal staff and patient scheduling for all locations of the busy cardiovascular practice. This critical role ensures the effective coordination of provider schedules, patient appointments, and internal department coverage. The ideal candidate is a problem solver who can prioritize quickly, navigate frequent schedule changes, maintain a strong commitment to accuracy and clear communication across departments, providers, and patients.
Key Responsibilities:
- Coordinate and manage daily schedules for physicians across all locations
- Schedule, confirm, and modify patient appointments, diagnostic tests, and follow ups based on provider availability and care plans.
- Work closely with clinical teams to ensure appointments are scheduled in the appropriate time blocks and follow necessary medical protocols.
- Maximize provider schedules for efficiency while ensuring a positive patient experience.
- Communicate changes or updates to patients in a timely, professional manner as well as schedule changes promptly to all affected team members.
- Create, maintain, and adjust internal staffing schedules for various departments across multiple office locations.
- Monitor daily operations and proactively adjust schedules in real-time to address call-offs, last-minutes changes, provider availability, and patient volume fluctuations.
- Collaborate closely with departments and supervisors to ensure adequate coverage and care.
- Manage multiple communication channels (phone, email, messaging platforms) to respond to scheduling requests and updates.
- Maintain accurate records of staff availability, PTO, sick days, and shift swaps.
- Assist in planning and preparing long-term schedules and coverage plans for holidays, leaves of absence, and high-volume periods.
- Support cross-coverage coordination between locations to optimize staffing resources.
Qualifications:
- High school diploma or equivalent required. Associate's Degree in healthcare administration or related field preferred.
- 2 years of experience in medical scheduling or healthcare operations strongly preferred, especially in a multi-location or specialty care setting. Cardiovascular experience a plus.
- Proficient with scheduling software, electronic health records (EHRs - Epic preferred), and Microsoft Office Suite.
- Excellent time management, organizational and problem-solving skills.
- Ability to work efficiently in a fast paced environment with frequent interruptions and shifting of priorities.
- Strong communication skills with the ability to work well with a variety of roles and personalities while maintaining a positive attitude and flexibility.
What We Offer:
- Competitive salary and benefits package including medical, dental, vision, company paid STD, and 401k opportunity with company matching.
- Opportunities for professional development.
- Supportive team environment with a focus on work-life balance.
- Office-based work, Monday through Friday, 8 hour shifts, and no night or weekend shifts.
Eastlake Cardiovascular is a leader in providing compassionate, innovative cardiovascular care. We're proud to offer a collaborative work environment where each team member plays a key role in delivering high quality patient care. We look forward to hearing from you about joining our team!
Eastlake Cardiovascular, PC is a an equal opportunity employer and are committed to an inclusive environment for all employees.
