Senior Scheduler - Internal Only (Must be located in CA)

Our Mission:  

MDpanel is one of the largest providers of expert medical opinions in the United States. We are committed to being the most coveted partner for physicians, carriers, attorneys, and patients by connecting those in need of medical opinions with the most qualified and highly regarded medical professionals in the U.S. MDpanel allows our member healthcare professional partners to maximize their time and produce unparalleled revenue opportunities. In return, our carrier and attorney clients receive timely, complete, thorough, and easy-to-understand opinions to support the medical legal inquiry.  

MDpanel is revolutionizing the medical opinion space by creating the first true marketplace to connect those in need of medical opinions to those capable of providing them. Unlike traditional, services-based models, we are devoted to our healthcare professionals and are relentless about removing the burden of administration, securing exam volume, preparing for, and supporting physical examinations, backend processing, report submissions, and billing. And, at the heart of MDpanel, is our team committed to delivering an unparalleled experience for all stakeholders. We think big, start small, and move fast. Our culture is built on supporting each other with accountability, transparency, and passion for our mission. 

Position Summary:

The Senior Scheduler is responsible for managing complex evaluation scheduling and coordination activities from intake through appointment completion. This role serves as a key operational partner across physicians, vendors, attorneys, insurance adjusters, and internal teams to ensure evaluations are scheduled efficiently, accurately, and in alignment with operational and regulatory requirements. In addition to managing high-volume scheduling workflows, the Senior Scheduler is expected to proactively identify and resolve scheduling challenges, optimize physician and location utilization, and support continuity across the scheduling function. 

 The role serves as a key operational partner across physicians, vendors, defense and plaintiff law firms, insurance carriers, TPAs, employers, government agencies, and internal teams to ensure evaluations are scheduled efficiently, accurately, and in compliance with applicable regulatory frameworks. The Senior Scheduler is expected to proactively identify and resolve scheduling challenges, optimize physician and location utilization, and manage cancellations and reschedules to protect appointment fulfillment. 

This role operates at the intersection of operational execution, stakeholder management, and service quality. Success requires the ability to independently manage competing priorities, navigate complex scheduling scenarios, and make sound decisions in a fast-paced environment with minimal oversight. The Senior Scheduler is a senior individual contributor positioned as a stretch role for an associate familiar with the QME scheduling process lookign to expand into multi-channel IME work.

Essential Roles and Responsibilities: 

Complex Scheduling Coordination & Case Management 

• Manage high-volume scheduling workflows across MDpanel's full IME portfolio, ensuring appointments are coordinated accurately and within applicable regulatory timelines 

• Independently prioritize scheduling requests, resolve conflicts, and navigate complex scenarios involving physician availability, location constraints, evaluee logistics, and case-type-specific requirements 

• Confirm appointments, coordinate interpreter services, manage location logistics, and ensure timely service of appointment letters and notices 

• Manage cancellations, reschedules, and no-shows with urgency to minimize gaps and protect fulfillment rates 

Physician & Schedule Optimization 

• Optimize physician schedules and appointment capacity based on physician preferences, operational priorities, and business needs. 

• Identify scheduling inefficiencies, gaps, and missed opportunities, proactively implementing solutions to improve appointment fulfillment and operational throughput. 

• Conduct schedule audits and provide recommendations to support workflow efficiency and resource utilization. 
  

Cross-Functional Partnership & Stakeholder Communication 

• Act as a key liaison between physicians, attorneys, insurance adjusters, vendors, and internal departments throughout the scheduling process. 

• Collaborate with intake, QA, billing, and provider relations to resolve escalated issues and maintain a high-quality stakeholder experience 
• Communicate scheduling updates, changes, and case-related information clearly, professionally, and with urgency

Operational Problem Solving & Compliance 

• Exercise independent judgment to troubleshoot scheduling challenges, identify root causes, and escalate issues appropriately when necessary. 

• Ensure scheduling activities remain compliant with department standards, organizational policies, and applicable regulatory requirements. 

• Support operational consistency by identifying process improvement opportunities and contributing to workflow standardization efforts. 
   

Reporting, Accuracy & Team Support 

• Maintain accurate scheduling records, reporting, and data entry across electronic systems and operational platforms. 

• Monitor scheduling performance indicators, cancellations, and fulfillment of metrics to support departmental goals. 

• Serve as a collaborative and knowledgeable resource within the scheduling team by supporting operational best practices and contributing to a positive team environment. 

Qualifications and Preferred Skills: 

• High school diploma or equivalent required  

• 4+ years of experience in scheduling, healthcare operations, medical-legal coordination, call center operations, or a high-volume clinical environment  

• Demonstrated experience independently managing complex scheduling workflows and competing priorities  

• Strong problem-solving skills with the ability to exercise sound judgment in fast-paced operational environments  

• Proven ability to collaborate cross-functionally and build effective working relationships across multiple stakeholder groups  

• Excellent organizational skills and attention to detail  

• Strong written and verbal communication skills  

• Advanced customer service and stakeholder management capabilities  

• Comfortable working with scheduling systems, databases, and operational technology platforms  
• Ability to work with urgency while maintaining accuracy and professionalism

Nice to Have: 

• • Experience in workers’ compensation, IME/QME, or medical-legal scheduling environments  
  • Familiarity with physician scheduling optimization and healthcare regulatory requirements  
  • Experience handling escalated scheduling issues or complex case coordination  
  • Exposure to workflow improvement initiatives or operational process optimization  
  • Experience with CRM, EMR/EHR, or case management systems 

Work setting:

Monday – Friday
8:00 AM – 5:00 PM PST

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 at this time.  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 [email protected]