Position Summary:

The Scheduler is responsible for coordinating and managing all aspects of the evaluation scheduling process from intake through appointment completion. This role serves as a central point of coordination between physicians, vendors, attorneys, insurance adjusters, and internal teams to ensure evaluations are scheduled accurately, efficiently, and in compliance with operational and regulatory requirements. The Scheduler plays a critical role in optimizing physician schedules, maximizing appointment fulfillment, and ensuring all required documentation and logistics are completed prior to evaluation.

This position operates at the intersection of operational efficiency, client service, and physician experience. Effective performance ensures smooth case progression, reduced cancellations, optimized scheduling capacity, and a seamless experience for all stakeholders. When scheduling workflows are not managed effectively, delays, missed opportunities, compliance risks, and service disruptions can directly impact physicians, clients, injured workers, and organizational performance.

The Scheduler must exercise strong judgment, urgency, and attention to detail in a fast-paced environment with competing priorities. This role requires proactive communication, problem-solving, and cross-functional collaboration to support operational continuity and high-quality service delivery.

Essential Duties and Responsibilities:

• Scheduling Coordination & Case Management: Manage the end-to-end scheduling process for medical evaluations, ensuring requests are processed accurately and within established timelines. Monitor scheduling queues and worklists, proactively coordinating appointments, physician availability, location availability, and schedule changes. Ensure all required documentation, prerequisites, and logistical details are completed prior to the evaluation date.
• Physician & Location Optimization: Maximize physician schedules by aligning appointment volume with physician availability, preferences, and operational goals. Optimize utilization of available office locations and scheduling capacity to improve efficiency and reduce gaps in appointment availability. Conduct schedule audits and proactively identify opportunities to improve throughput and appointment fulfillment.
• Stakeholder Communication & Coordination: Serve as a liaison between physicians, attorneys, insurance adjusters, vendors, and internal departments throughout the scheduling process. Communicate scheduling updates, changes, and case-related information in a timely and professional manner. Build collaborative working relationships with internal teams and external stakeholders to ensure a seamless scheduling experience.
• Compliance, Quality & Operational Accuracy: Ensure scheduling activities comply with department standards, organizational policies, and applicable state regulatory requirements. Monitor and address cancellations, failed appointments, and missed scheduling opportunities to support operational performance goals. Maintain accurate records and data entry across electronic systems and scheduling platforms.
• Reporting & Operational Support: Generate scheduling status updates, reporting, and progress tracking for department operations. Support continuous improvement efforts by identifying workflow inefficiencies and escalating operational concerns when appropriate. Contribute to a high-performing team environment through collaboration, responsiveness, and a customer-service-focused mindset.

Qualifications and Preferred Skills:

• High school diploma or equivalent required
• 2–3+ years of experience in scheduling, healthcare operations, call center operations, legal administrative support, or a high-volume clinical environment
• Experience coordinating multiple priorities and stakeholders in a fast-paced setting
• Strong organizational skills and attention to detail
• Demonstrated ability to work with urgency and manage time effectively
• Excellent written and verbal communication skills
• Strong interpersonal and customer service skills
• Comfortable working with technology, databases, and scheduling platforms
• Proven problem-solving ability and proactive mindset
• Ability to collaborate effectively across departments and external partners

Nice to have:

• Experience in workers’ compensation, IME/QME, or medical-legal scheduling environments
• Familiarity with physician scheduling workflows and healthcare compliance requirements
• Experience managing high-volume scheduling queues or complex case coordination
• Exposure to CRM, EMR/EHR, or case management platforms
• Experience supporting operational efficiency or schedule optimization initiatives

Work Setting:

Monday – Friday
8:00 AM – 5:00 PM PST
Candidates must be available to work standard Pacific Time business hours

Some holidays and weekends may be required based on business needs, scheduling demands, project timelines, and operational priorities. Hours may vary depending on workload and time zone coverage.

Additional Information:

The salary range for this position is provided as an estimate based on current market conditions and company benchmarks. Actual compensation may vary depending on factors such as experience, qualifications, skills, location, and internal equity. Please note that we are unable to provide sponsorship assistance currently. All applicants must have a valid work authorization for the country in which they are applying.

Please note that this compensation range is subject to change at any time and may not be applicable to all candidates. We are committed to ensuring fair and equitable pay practices and encourage applicants to discuss any questions or concerns regarding compensation during the interview process.

MDpanel is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace where all associates feel valued, respected, and supported. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic.

We are dedicated to fostering a culture of inclusion and belonging and encourage applicants of all backgrounds to apply. If you require accommodations during the application or interview process, please contact hr@mdpanel.com