Scheduler

About the Role:

We are seeking a highly organized and proactive Scheduler to manage appointments, allocate resources, and maintain daily schedules that support smooth operations and timely service delivery. This role requires strong attention to detail and communication skills, as the Scheduler will coordinate with internal teams and clients, handle time-sensitive tasks, and continuously optimize scheduling workflows to enhance overall efficiency and productivity.

Shift Needed:

PST hours

Duties and Responsibilities:

• Schedule and coordinate non-emergency medical transportation (NEMT) trips for patients in a timely, accurate, and efficient manner.
• Assign drivers to appropriate trips based on location, availability, vehicle type, and patient needs.
• Monitor schedules in real-time and proactively adjust routes or assignments due to cancellations, delays, traffic, or urgent service needs.
• Communicate trip details clearly to drivers, clients, healthcare facilities, and caregivers.
• Utilize dispatching and scheduling software (e.g., routing platforms, GPS tracking tools) to manage daily trip assignments and track vehicle movements.
• Confirm appointments with patients and ensure accuracy of pickup/drop-off locations, special instructions, and required support (e.g., wheelchair, stretcher).
• Handle incoming calls or messages related to schedule changes, no-shows, or rescheduling requests with professionalism and urgency.
• Coordinate closely with the dispatch team to ensure alignment between schedules and on-the-road operations.
• Maintain accurate records of trip data, patient interactions, driver assignments, and any incidents or service disruptions.
• Ensure compliance with HIPAA regulations, company policies, and state/federal transportation guidelines.

Minimum Requirements:

• High school diploma or equivalent; associate degree is a plus.
• At least 1–2 years of experience in scheduling, dispatching, or customer service—preferably in the transportation, logistics, or healthcare industry.
• Proficient in using scheduling or dispatch software, Google Workspace (Docs, Sheets, Calendar), and Microsoft Office.
• Strong verbal and written English communication skills.
• Excellent organizational skills with keen attention to detail and time management.
• Ability to work in a fast-paced, deadline-driven environment with minimal supervision.
• Comfortable handling phone calls and multitasking across communication platforms (e.g., phone, SMS, email, chat).
• Must have a reliable internet connection, noise-canceling headset, and suitable work-from-home setup (if remote).
• Willingness to work during U.S. time zones, including weekends or holidays as needed.

Other Qualifications:

• Familiarity with NEMT operations, transportation regulations, and patient transport protocols.
• Experience working with transportation management systems (TMS) such as RoutingBox, TripMaster, or similar platforms.
• Ability to remain calm and make sound decisions under pressure or during service disruptions.
• Strong problem-solving and conflict-resolution skills when handling scheduling issues or client concerns.
• Customer service-oriented mindset with a professional and empathetic communication style.
• Ability to adapt to frequent changes in schedules, priorities, and operational demands.
• Comfortable working independently as well as collaborating in a team environment.
• Bilingual or multilingual abilities are a plus (especially Spanish, Tagalog, or other commonly spoken languages in service areas).
• Knowledge of HIPAA compliance and confidentiality standards when handling patient information.