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Intake Scheduler Jobs (NOW HIRING)

Family & Children's Services

Intake Scheduler

Tulsa, OK

$15.50 - $21/hr

The Intake Scheduler is responsible for coordinating daily intake schedules, staff assignments, and calendar management to ensure efficient intake operations. This role utilizes queue management ...

Family & Children's Services

Intake Scheduler

Tulsa, OK · On-site

$15.50 - $21/hr

The Intake Scheduler is responsible for coordinating daily intake schedules, staff assignments, and calendar management to ensure efficient intake operations. This role utilizes queue management ...

NYULMC

Secretary I - Intake/Scheduler - Huntington

Commack, NY · On-site

$19.75 - $23.75/hr

We have an exciting opportunity to join our team as a Secretary I - Intake/Scheduler - Huntington. In this role, the successful candidate will perform a variety of front-end administrative tasks to ...

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How much do intake scheduler jobs pay per hour?

As of Aug 8, 2026, the average hourly pay for intake scheduler in the United States is $20.77, according to ZipRecruiter salary data. Most workers in this role earn between $17.07 and $22.84 per hour, depending on experience, location, and employer.

What are the key skills and qualifications needed to thrive as an intake scheduler, and why are they important?

To thrive as an Intake Scheduler, you need strong organizational skills, attention to detail, and experience in scheduling or administrative support, often supported by a high school diploma or equivalent. Familiarity with scheduling software, electronic health records (EHR), and basic office systems is typically required. Exceptional communication, customer service, and multitasking abilities help you stand out in this role. These skills and qualities ensure efficient patient or client intake, accurate appointment coordination, and a positive experience for both clients and staff.

What is the difference between Intake Scheduler vs Medical Office Assistant?

AspectIntake SchedulerMedical Office Assistant
CredentialsTypically no formal certification required, but familiarity with scheduling software is commonOften requires certification or training in medical assisting or administrative support
Work EnvironmentPrimarily in healthcare settings, focusing on scheduling appointmentsIn clinics or hospitals, handling administrative tasks and patient interactions
Employer & IndustryHealthcare providers, clinics, hospitals

The main difference is that an Intake Scheduler primarily manages appointment scheduling, while a Medical Office Assistant handles a broader range of administrative and patient support tasks. Both roles are essential in healthcare settings, but the Intake Scheduler focuses more on scheduling logistics, whereas the Medical Office Assistant provides comprehensive administrative support.

What is an intake scheduler?

Intake Schedulers are professionals who coordinate and schedule initial appointments or assessments for clients, patients, or customers within organizations such as healthcare facilities, legal practices, or social service agencies. They gather necessary information from individuals, determine their needs, and assign appropriate times for their intake or evaluation. Intake Schedulers play a key role in ensuring efficient workflow and a positive first impression for clients or patients. Their responsibilities often include managing schedules, maintaining records, and communicating between clients and staff.

How does an intake scheduler typically collaborate with clinical and administrative teams during the patient onboarding process?

Intake Schedulers play a crucial role in ensuring smooth patient onboarding by closely coordinating with both clinical and administrative staff. They communicate with clinicians to confirm appointment availability and relay important patient information, while also working with administrative teams to verify insurance details and complete necessary documentation. This collaboration helps streamline the scheduling process, reduces errors, and ensures patients receive timely care. Effective teamwork and clear communication are essential for Intake Schedulers to manage competing priorities and deliver a positive patient experience.
More about Intake Scheduler jobs
What states have the most Intake Scheduler jobs? States with the most job openings for Intake Scheduler jobs include:
What job categories do people searching Intake Scheduler jobs look for? The top searched job categories for Intake Scheduler jobs are:
Intake Scheduler jobs near you
Infographic showing various Intake Scheduler job openings in the United States as of August 2026, with employment types broken down into 80% Full Time, and 20% Part Time. Highlights an 90% In-person, and 10% Hybrid job distribution, with an average salary of $43,203 per year, or $20.8 per hour.

Intake Scheduler

Family & Children's Services

Tulsa, OK

$15.50 - $21/hr

Full-time

PTO

Posted 17 days ago

Job description

JOB SUMMARY:

The Intake Scheduler is responsible for coordinating daily intake schedules, staff assignments, and calendar management to ensure efficient intake operations. This role utilizes queue management tools and scheduling systems to support real-time client flow, assign clients to available staff, maintain accurate calendars, manage scheduling placeholders, and adjust for daily staffing changes. The Intake Scheduler functions as the central coordinator of the intake schedule, ensuring staff availability is accurately reflected and that both scheduled and walk-in clients are routed appropriately in alignment with queue protocols, staffing levels, and management direction.

POSITION SPECIFIC DUTIES & RESPONSIBILITIES:  

Daily Scheduling and Calendar Coordination

  • Manage daily intake schedules across assigned sites, clinicians, and service types.
  • Add, adjust, and remove appointments, placeholders, and calendar blocks based on operational needs.
  • Assign clients to available staff in alignment with scheduling guidelines, queue visibility, and management direction.
  • Maintain accurate staff calendars, including:
    • Availability
    • Absences
    • Lunch coverage
    • Telehealth vs. in-office status
    • Same-day capacity changes
  • Adjust schedules throughout the day to account for walk-ins, no-shows, urgent needs, staff absences, over-capacity situations, and workflow disruptions.

Intake Queue Management

  • Utilize queue management tools to monitor client status and staff availability in real time.
  • Update queue stages to ensure efficient progression from check-in through intake completion.
  • Monitor queue alerts, pending assignments, and wait times to prevent delays and bottlenecks.
  • Apply established assignment logic (e.g., least-utilized, next-available routing).
  • Escalate queue issues, staffing constraints, extended wait times, or assignment barriers to the Intake Manager.

Staff Assignment Coordination

  • Coordinate real-time client assignments based on staff capacity, availability, and workflow needs.
  • Reassign clients as needed due to PTO, breaks, call-outs, extended sessions, or other disruptions.
  • Maintain a balanced and functional schedule throughout the day.
  • Support implementation of coverage plans, including affiliate, float, and shared staff resources.

Communication and Operational Support

  • Collaborate closely with the Intake Manager, Front Desk, and Intake staff regarding schedule changes and client flow.
  • Provide real-time updates on staffing changes and queue conditions requiring adjustment.
  • Support coordination of scheduled and walk-in clients to align with operational priorities.
  • Communicate internal updates regarding wait times, assignments, and next steps as needed.

Schedule Maintenance and Accuracy

  • Run and upload daily scheduling reports into the queue management system, ensuring timely updates.
  • Audit scheduling reports for accuracy and data integrity.
  • Track scheduling issues, over-capacity events, reassignment needs, and workflow barriers.
  • Maintain accurate records of staff availability and intake scheduling activity.
  • Identify recurring scheduling issues and report trends to the Intake Manager.

Customer Service and Access Support

    • Promote timely access to services by maintaining an organized and responsive schedule.
    • Reduce delays through proactive schedule management and reassignment.
    • Support a calm and efficient intake environment by ensuring scheduling facilitates client flow.
    • Demonstrate professionalism, urgency, and flexibility when interacting with staff and clients in a high-volume setting.
 

QUALIFICATIONS

EDUCATION:

Must be a high school graduate or have HS equivalent

EXPERIENCE:

  • 1+ years of administrative experience Microsoft office software required.
  • One year experience in medical office or healthcare with direct patient care/interaction in past 3 years preferred. 

PERFORMANCE COMPETENCIES:

  • Communication
  • Decision Making
  • Engagement
  • Initiative and Accountability
  • Interpersonal
  • Learning
  • Organizational Alignment
  • Quality of Work
KNOWLEDGE/SKILLS/ABILITIES:
  • Strong organizational and multitasking skills
  • Ability to manage frequent schedule changes in real time
  • Strong attention to detail and accuracy
  • Ability to use queue management tools, EHR/scheduling platforms Excel, and shared tracking tools
  • Ability to communicate clearly with multiple departments in a fast-paced setting
  • Strong problem-solving skills and ability to escalate appropriately
  • Ability to remain calm and organized in high-volume, rapidly changing situations
CERTIFICATIONS/LICENSES:

Must possess a valid Driver License and satisfactory driving record to use agency and/or personal automobile to travel to locations other than primary office.

SAFETY SENSITIVE JOB CLASSIFICATION

This job is classified as a “safety-sensitive” position as defined by the Oklahoma Medical Marijuana and Patient Protection Act.  Due to the “safety-sensitive” classification, an employee in this position would be subject to drug and alcohol testing, including random testing.  Marijuana is one of the substances included in the drug panel screening.  Possession of a medical marijuana license will not excuse you from the testing process or the consequences of testing positive for marijuana per the Family & Children’s Services Drug Free Workplace Policy, including possible revocation of a job offer or dismissal from employment.

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