How to Make Your Next Appointment Coordinator Hire

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Last updated at 09-17-2020 10:22:33



More than 2,297 companies advertise 6,409 Appointment Coordinator jobs on SimplyHired and its partner sites each year. After analyzing job postings and salary information from these companies, as well as direct job seeker feedback, we’ve compiled a list of insights to show you how to attract and hire your next Appointment Coordinator most efficiently.

Hiring Process

In the past quarter, we’ve seen 2,070 job posts from 934 employers in the United States. This is a increase of 61.7% compared to the previous quarter. On average, there are 345 Appointment Coordinator job seekers for every active Appointment Coordinator job, which shows that it is an employer's market.

Writing a Job Description

In the past quarter, Customer Service Representative, Receptionist, Call Center Representative, Administrative Assistant, Medical Receptionist, Front Desk Agent, Office Assistant, Patient Services Representative, Warehouse Worker, and Scheduler seem to be the most sought after jobs amongst the Appointment Coordinator candidates in the United States. This differs from the last six quarters, where the most popular titles were: Customer Service Representative, Receptionist, Administrative Assistant, Call Center Representative, Medical Receptionist, Front Desk Agent, Office Assistant, Retail Sales Associate, Patient Services Representative, and Patient Coordinator. If you use one of these currently popular titles in the job description, you'll likely be able to attract a lot more candidates to apply.

For the Appointment Coordinator candidates who are actively applying to jobs in this same period, we see that 10.1% of the active Appointment Coordinator candidates have less than 3 years of experience, 17.3% have between 3-5 years of experience, 30.6% have 6-10 years of experience, and 42.0% have over 10 years of experience. The average years of experience has shifted from an estimated 8.4 years to 9.0 years. If you're posting a job in today's market, expect candidates with about the same experience level to apply to your job compared to the last 2 quarters.

In the previous quarter, the most popular skills that employers are looking for include customer service, communication skills, computer skills, medical office experience, sales, medical terminology, bilingualism, Spanish, Microsoft Excel, and Microsoft Office. Demand for medical office experience, communication skills, customer service, Spanish, computer skills, bilingualism, Microsoft Office, and sales has significantly increased. If you are looking for an Appointment Coordinator with a similar skill set, be sure to follow industry best practices in skill requirements.

Job posts with salary information received about 1.2 as many applies as those without it. In the past quarter, less than 38.2% of the job posts displayed salary information. By adding salary information to your job posting, you could potentially increase the number of applicants by approximately 20.0%.

Example Appointment Coordinator responsibilities

  • Answer, screen, and transfer calls
  • Determine the level of call and route calls or visitors appropriately
  • Enter appointments onto computer, take them over the phone, or help visitors schedule appointments in person
  • Schedule or send appointment reminders
  • Provide visitors with assistance in finding specific types of doctors or get directions to the office


Active Recruiting

When reaching out to candidates, it’s best to understand where to look. We’ve identified hiring trends in states as well as companies regularly hiring for Appointment Coordinator positions. This should provide a good place to start looking for qualified candidates. According to our data in the last quarter: Florida, Texas, California, New Jersey, and New York are the states that have the highest demand for Appointment Coordinators. Texas, Florida, California, New York, and New Jersey are where most job seekers are searching for Appointment Coordinator jobs. If we look at the Appointment Coordinator to job ratio, Wisconsin, West Virginia, New Hampshire, Utah, and Vermont have the lowest number of Appointment Coordinator applicants per job. North Dakota, South Carolina, Georgia, Alabama, and Louisiana have the most active Appointment Coordinator job seekers per job.

Passive Recruiting

While actively recruiting candidates for your role, you should also post your job to SimplyHired. By posting for free and paying only for the qualified applicants you want, your post will automatically go to a network of job boards to reach millions of qualified candidates. With SimplyHired, it doesn’t end with the post. You can track your applicants throughout the hiring process with our simple and easy to use Applicant Tracking System (ATS).

Review Candidates

In the last quarter, we estimate there are 714,202 job seekers interested in Appointment Coordinator opportunities in the United States. That’s a 24.7% increase compared to the previous quarter with 572,555 active job seekers. Around 10.1% of the active Appointment Coordinator candidates have less than 3 years of experience, over 17.3% have between 3-5 years of experience, 30.6% have 6-10 years of experience, and 42.0% have over 10 years of experience. The average experience level of the available Appointment Coordinator candidates is 9.0 years. Active candidates in the Appointment Coordinator profession most commonly have high school diplomas, followed by associate's degrees, bachelor's degrees, and master's degrees. When setting education requirements for your position, aligning with the industry standard makes it easier to find potential candidates. Application rates indicate that Appointment Coordinator candidates are likely experiencing a market in which applicants have less negotiating power. From an employer perspective, you'll have a greater selection of candidates to choose from and may want to invest in automated screening tools.

Interviewing Candidates

Interview Process

*Self-reported data collected from 1,108 Appointment Coordinators from 1/1/2020 to 6/30/2020, via online employer reviews for companies including Marshfield Clinic Health System, AutoNation, Dealermine Inc, UChicago Medicine, HealthPartners, Everdry Waterproofing Service, Mayo Clinic, Kaiser Permanente, Tucson Orthopaedic Institute, and Rochester Regional Health.

After analyzing post-interview data from Appointment Coordinator candidates in the last 6 months, we see more than 53.1% of the candidates self-reported being hired within 1 to 2 days. Around 93.4% of the candidates for this job reported being hired within 2 weeks. If your process takes longer than 2 weeks in the recent market, you'll likely lose these candidates to other employers. Most of the Appointment Coordinator candidates are expecting a on-site interview, phone call/screening, background check, and drug test. Most employers do not require a problem solving exercises or written test. If you are trying to hire your next Appointment Coordinator quickly, consider simplifying and streamlining the hiring process. As for the interview experience, more than 60.6% of the candidates had a good or great interview experience, and more than 60% of the candidates thought that the interview leaned more towards easy.

Example Interview Questions

  • What do you feel your strongest traits are?
  • What are your greatest weaknesses?
  • What sets you apart from other people needing this job?
  • Tell me a little about yourself.
  • How did you hear about this position?

Final Review and Offer

Reference Check

Checking references is a quick and easy way to check for any red flags that didn’t arise to this point in the hiring process. Great insights can be provided by former colleagues and employers.

Crafting an Offer: Salary and Benefits

The average Appointment Coordinator salary offered by employers increased for 4 out of 6 consecutive quarters in the United States. In the last quarter, we see a increase of 3% from $46,077.2 to $47,522.91 compared to the quarter before, which is on par with the past 6 quarters. For Appointment Coordinator positions, the most common benefits job seekers reported being offered by employers include: healthcare insurance by 79.2%, paid time off by 69.8%, dental insurance by 62.3%, a 401k plan by 58.5%, vision insurance by 56.6%, discounts by 47.2%, and stock options/grants by 7.5%. While still relatively rare, more and more employers now offer flexibility benefits, including mostly remote, sabbaticals, flexible working hours, somewhat remote, paternity leave, maternity leave, fully remote, and location variety, to attract and retain Appointment Coordinator candidates to their organization.

Background Check and Drug Test

According to self-reported job seeker feedback, 32.1% of the employers conducted a background check, and 22.1% of the employers conducted a drug test prior to the hiring of their Appointment Coordinator candidates.


When you’re ready to hire an Appointment Coordinator, SimplyHired is here to help with your next steps. Our Human Resources Information System (HRIS) provides onboarding tools and other essential HR tools. From document signing to time off tracking, our HRIS will help you seamlessly move an Appointment Coordinator candidate through the hiring and onboarding process.

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