Scheduler Job Description: Top Duties and Qualifications

A Scheduler, or Patient Scheduler arranges appointments between patients and Physicians in a medical facility. Their duties include scheduling a patient’s appointment, greeting patients at the facility and organising the medical team’s calendar.


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Scheduler duties and responsibilities

A Scheduler is responsible for the logistical side of patient-Doctor appointments. They have a range of administrative tasks to undertake daily, their main duties and responsibilities include:

  • Answering the phone, replying to emails and communicating with patients
  • Making patients feel comfortable and welcome when they first arrive at the medical facility before directing them to the correct ward or room
  • Providing accurate and up-to-date information on timings and dates to both patients and medical staff
  • Providing a caring service to patients who might be nervous or worried before an appointment
  • Prioritising urgent appointments over non-urgent appointments
  • Moving appointments around to fit the calendar of Doctors or Nurses and then notifying patients of any changes
  • Reminding patients by phone or email that they have an appointment coming up in the next few days
  • Updating records, databases and calendars after appointments have been made or met


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Scheduler Job Description Examples:


Example 1

An opportunity has arisen to join the Frontier team, based at Witham St Hughs. We are looking for a Transport Planner to join us on a permanent full-time basis. Our Transport Planners/forwarders are an integral part of our business as they ensure the delivery and collection of products that meet the customer’s timescales. The successful candidate will be responsible for assisting in the scheduling a group of company bulk tipping vehicles using both internal and externally sourced work. The role demands effective and close supervision and management of drivers whilst maintaining an exemplary service level. This role also encompasses forwarding duties within the existing team structure for niche markets where attention to detail and a customer facing outlook is vital. Ideal candidate Thrive in a fast paced and pressured environment whilst maintaining a high level of attention to detail. Demonstrate the ability to successfully negotiate with both suppliers and customers. Possess a confident and professional manner with strong interpersonal skills. Be self-motivated and an effective team player. Ability to focus attention and to continually drive to achieve desired outcome. Demonstrate a competent level of commercial understanding. Good working knowledge of Word and Excel. The role – Key Develop efficient and profitable vehicle plans – The identification and evaluation of the most profitable routes for the routing of internal and external customer's cargo by maximising the use of HGV driver's time whilst maintaining driver performance Working Relationships – The development and maintenance of effective working relationships with all internal and external customers to maximise the potential of the HGV fleet Customer Service – Putting all internal and external customers at the heart of everything you do by delivering a high-quality service Administration – The collation and audit of all specific paperwork to ensure all information is accurately recorded in accordance with company procedures and legislative requirements. Why work for Frontier? At Frontier, we believe in rewarding our people for a job well done. As an employee you will have access to the following benefits: Competitive salary Contributory pension plan of up to 7% Salary Exchange Benefits (Holiday Purchase, Cycle to Work) Employee Discounts Programme Life Assurance of 3x Salary 25 Days Holiday Employee Assistance Programme Free Parking on site Learning and Development Opportunities About Us Frontier is a successful and growing business. It is the largest crop production and grain marketing company in the UK, with over 1,000 employees and a turnover of more than £1.5 billion. With a vision to be the first choice partner for crop production and grain marketing, and the first choice employer in UK agriculture, Frontier is committed to delivering a culture where people are at the heart of success. Our business approach is underpinned by our core values – Integrity, customer focus and expertise, these values support our whole philosophy and ways of working, Award winning for our commitment to people, we have been recognised by Great Place to Work since 2012 and we are proud to have been ranked in the top 30 UK best large places to work. Our business approach is underpinned by our core values – Integrity, customer focus and expertise. These values support our whole philosophy and ways of working and we are always looking to attract talented individuals with either industry knowledge or specialist skills that will help us deliver consistently to these values. Commitment to Diversity and Inclusion At Frontier we have a clear commitment to equality of opportunity and diversity encouraging fairness and equality of treatment for all and as such we would encourage applications from backgrounds outside the agriculture sector. We recognise the value of a workforce in which people from diverse backgrounds are encouraged to introduce fresh ideas and contribute to the business goals. We are committed to providing a diverse and inclusive environment, inclusive employment policies and flexible working arrangements are in place to support this.

Example 2

*Scheduler – Installations * Associated Security are leaders in the security industry and have been established for over 75 years. In this time, the company has expanded and now has depots located across the UK, with over 180 staff. We are looking for an experienced scheduler to oversee the daily scheduling requirements of our installation teams who are based across 5 depots. This is a new position due to continued company expansion so we are looking for a highly organised individual who can provide meticulous planning to ensure smooth operations of our installation teams. You'll be working closely with our account managers and project teams to schedule works for projects across the UK to ensure deadlines are met and the appropriate skills are available at the right time. Organising travel and accommodation as required. The role will be based at our head offices in Manchester City centre. * * Oversee the planning for all installation teams ensuring customer deadlines are met * Use effective planning to create efficiencies * Liaise with various internal teams to ensure the correct skills & materials are available for works * Organise travel and accommodation requests as required * Organise permits as required & ensure all correct documentation is passed onto the install teams * Liaise with customers, suppliers & contractors as required * Ad hoc duties to support management *Essential requirements: * * Previous scheduling experience * Excellent geographical knowledge * Great communication skills and a highly organised individual * Highly computer literate with MS Office and Outlook * A professional approach and a 'can do' attitude is vital *What to expect: * * Salary: competitive Salary * Pension * Working hours: 08:30 – 17:30 Monday to Friday Job Type: Full-time Schedule: * 8 hour shift * Monday to Friday Experience: * Scheduling: 2 years (required) Work remotely: * No

Example 3

The Northern Care Alliance NHS Group was created by bringing together staff and services from two NHS Trusts, Salford Royal NHS Foundation Trust and The Pennine Acute Hospitals NHS Trust. The sheer size, scale and potential of our combined service is huge. Together, we’ve a wealth of skills and resources to share and tap into and, a wide range of career paths for you to develop and explore. If you want to join a team of over 19,000 NHS experts in delivering high-quality, local care across Salford, Oldham, Bury and Rochdale and beyond – come and take your place with us. Job overview Full time 37.5 hours per week and will be 5 out of 7 days ** Staff are required to work on a rota system to cover the opening hours of the department - Mon - Fri 8.00am - 8.00pm / Sat and Sun 8.00am - 4.00pm ** Main duties of the job An opportunity has arisen to join the Booking & Scheduling Team at Rochdale Infirmary. We are looking for individual to provide a high quality Booking and Administration support service to facilitate booking for all patients who require an outpatient appointment or procedure. You should have PC skills, be an excellent communicator and have previous experience of working in a customer care environment. You should also enjoy working with people to provide a first class service. In line with the Trust’s Single Equality Scheme we welcome applications from everyone irrespective of ethnic origin, disability, age, gender, gender identity, sexual orientation, disability, nationality, religion, marital status, social back ground or trade union membership. We reserve the right to close the online vacancy when we are in receipt of sufficient applications. Should you wish to apply for this post you are advised to complete and return your application form as soon as possible. Working for our organisation Rochdale Care Organisation is part of the Northern Care Alliance, one of the largest NHS organisations in the country. A place destined to be different. Rochdale puts co-operation and co-design at the forefront of its health and social care. This is the place with community based integrated care at its heart. Rochdale Infirmary, and the adult and children’s community services across Heywood Middleton and Rochdale, consists of professionals from health, social and voluntary sectors. A place leading the way in life-enhancing, integrated care. Detailed job description and main responsibilities To read more information about the advertised role, and the main job duties/responsibilities please open the Job Description and Person Specification located under the supporting documents heading. You can also read more information about working at the Northern Care Alliance within the attached Candidate Information Pack or by visiting our careers website: [website] Person specification Qualifications Desirable criteria ECDL Customer Care NVQ level 1 or equivalent experience Experience Essential criteria Keyboard skills Previous experience of working within a team and also alone Previous experience of working in a customer care environment Experience of time management/working to deadlines Able to work in a high pressure environment Strong communication Skills Desirable criteria Call centre experience Knowledge of PAS / patient centre Skills Essential criteria Ability to adapt to change Maintain confidentiality We reserve the right to close the online vacancy when we are in receipt of sufficient applications. Should you wish to apply for this post you are advised to complete and return your application form as soon as possible. All communications to applicants will be via the email address provided on your application form and all further correspondence will be through email, therefore please ensure that you regularly check your emails after the closing date for this post. You are advised to check Spam and Junk folders as emails can sometimes go to these folders. Although references are not requested until a conditional offer is made, we would be grateful if you could provide us with email addresses for your referees when prompted by the application form. Any messages sent via NHS Jobs may not be reviewed. If you have any queries please contact the Manager for this vacancy as detailed in the advert. This organisation has signed up to the Greater Manchester Continuous Service Commitment. That means we will recognise your continuous or ‘unbroken’ service in any Greater Manchester local authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or Greater Manchester Combined Authority; giving you access to our service-related benefits. Follow us on social media: Twitter: Facebook: @NCAllianceJobs

Example 4

*About us* Logistics UK *Job Title: * Scheduling Administrator *Department: *Customer Operations *Reporting to: * Senior Customer Operations Advisor *Location: *Tunbridge Wells *About Logistics UK: * Logistics UK (formerly named Freight Transport Association) is one of the largest business groups in the UK, supporting, shaping and standing up for efficient logistics across the nation. Our members are from the road, rail, sea and air industries, including manufacturers and retailers. We represent our members as one, unified voice for the whole logistics industry and ensure our members’ needs are met in both UK and European policymaking. Our technologies help our members remain compliant with UK and EU regulation and members benefit from a range of services such as auditing, compliance, training and advice. The importance of Logistics UK and a united logistics industry is now greater than ever given recent technological changes, Brexit and other disruptive forces shaping the industry. *Job Summary: * The Customer Operations team is responsible for the administration and admin management of Vehicle Inspection Service contracts. This busy team manages communications with internal and external contacts. Working in partnership with Logistics UK internal stakeholders, the Scheduler role is responsible for liaising with customers and Logistics UK engineers to establish suitable dates and times for work to be completed, routing accordingly and ensuring maximum productivity. *Responsibilities: * · Working closely with the Operations Management team, assist with managing engineer calendars and schedule their work. · Manage exceptions within the system if there are engineer absences or customer changes. · Contacting customers by phone to book appointments for engineers and schedule these using an in-house data base. · Record communications in the CRM system and send confirmation communications to customers accordingly, including Outlook invitations. · Managing contract requirements, take into account special instructions and liaise with both colleagues and the member to meet customers’ needs. · Monitor scheduled work to ensure it is efficient and meets Logistics UK continuous high standards. · Provide assistance and information as required, ensuring SLA’s are met and a high level of customer service is delivered at all times. · Carry out regular checks on outstanding work and report findings weekly to line manager. · Deal with appropriate contract personnel when setting-up/revising/amending inspections, largely by email and telephone. · Own and maintain the Schedulers One Note process folder. · Work by the Customer Operations Team Ethos and Phone Protocol. · Work within the Customer Operations team assisting colleagues and customers alike, promoting cross team working. · Where necessary, undertaking additional as required by Logistics UK. *Key Qualifications & Skills: * · Customer focused approach. · Exceptional telephone skills with a professional and confident communication style. · The ability to communicate at all levels with customers and internal stakeholders, using different methods of communication (letters, reports, e-mail, telephone, presentations). · Strong analytical skills and the ability to use IT systems including, Word, Excel and CRM databases. · Reliable, punctual and possessing well-developed planning and organisational skills. · Team player with an ability to work cross functionally. If you would like to read more about Logistics UK, learn about our extensive benefits or Learning and Development opportunities, please visit our careers website. Reference ID: Scheduling Administrator Application Deadline: 09/07/2021 *Logistics UK provided the following inclusive hiring information: * We are an equal opportunity employer and considers all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status. Job Types: Full-time, Permanent Salary: Up to £17,000.00 per year Benefits: * Bike to work scheme * Casual dress * Company pension * On-site parking * Referral programme * Sick pay Schedule: * Monday to Friday Work remotely: * No

What does a Scheduler do?

A Scheduler facilitates the day-to-day bookings of patients that need to see medical professionals. They are the first point of contact between patients and medical professionals.  A Scheduler also performs many administrative and logistical duties. They schedule new appointments around existing appointments and other meetings or events the Doctor or Nurse needs to make that day. 


Scheduler skills and qualifications

A Scheduler needs to have excellent administrative and organisational skills. Customer service skills alongside the ability to communicate accurately and in a timely manner are also essential. A successful Scheduler candidate will have various prerequisite skills and qualifications that typically include:

  • Communication skills to accurately convey important information over the phone, in person or via email to patients and medical staff
  • Professionalism to communicate in a polite and professional manner
  • Ability to quickly resolve scheduling and logistics conflicts 
  • Basic knowledge of health care terminology and practices
  • Ability to accurately input data into spreadsheets such as Excel
  • Knowledge of other computer programs such as Word 


Scheduler experience requirements

A successful Scheduler must have experience working with computer programs and experience communicating over the phone, even if they have no direct experience booking appointments or organising logistics. 

An ideal candidate should have previous experience working in an administrative role such as a Receptionist or Administrative Assistant, if it’s in a medical capacity such as a Doctor’s surgery or a clinic, it will be even more relevant. Experience in a Receptionist role at a hotel or as an Administrative Assistant in a busy office, demonstrates valuable transferable skills. 


Scheduler education and training requirements

A Scheduler needs to have excellent results in English, IT and maths at GCSE level. Strong A-levels in English and maths are desirable, or strong results in a practical college course. Candidates can demonstrate the right administrative experience and knowledge by earning a Level 1 Certificate in Business and Administration or a Level 2 Diploma in Reception Operation and Services. 


Scheduler salary expectations

According to Indeed Salaries, the average salary for a Scheduler in the UK is £21,387 per year. Salary is dependent on experience, location and company. 


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Scheduler job description FAQs


Who does a Scheduler report to?

A Scheduler often reports to a Manager within their department. This could be a Senior Scheduler or a Senior Receptionist, for instance. Schedulers also need to regularly report into medical staff at the facility where they work, such as the Doctor or Nurse, to ensure smooth communication.    


What makes for a great Scheduler job description?

A great Scheduler job description accurately conveys the necessary experience and qualifications that a candidate needs to be successful. If entry-level candidates are being accepted, this must be explicitly mentioned to encourage a wider pool of applicants who might not have direct administrative experience or experience working in a medical environment, but who still have the necessary skills and personality to succeed as a Scheduler.


What is the difference between a Scheduler and a Coordinator?

A Scheduler is concerned with the administrative needs of a medical facility, whereas a Coordinator is in charge of organising large events. A Coordinator will have many similar duties and responsibilities, but the events they organise span across a wide range of industries, not just medical. 


Do Schedulers have different responsibilities in different industries?

Schedulers can be found in different industries for example there are Logistical Schedulers who work outside the medical field. Logistical Schedulers work in industries such as transportation, retail or manufacturing. Their responsibility is to organise transportation, arrange meetings with suppliers and coordinate deliveries. 

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