Appointments booked and confirmed, globally or locally.
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Best fit: A team that needs booking and confirmations, medical practices.
Core responsibilitiesBest fit: Multi-provider calendar management, handled as its own dedicated lane.
Core responsibilitiesBest fit: Best fit for a team leaning on someone for patient scheduling with insurance eligibility checks.
Core responsibilitiesBest fit: Suited to companies whose cross-industry scheduling, professional services keeps slipping down the priority list.
Core responsibilitiesBest fit: The senior pick: scheduling lead, multi-location coordination, with enough range to own more than one lane at once.
Core responsibilitiesA virtual scheduler is one dedicated person managing your calendar instead of a shared pool split across other clients.
From your first brief to a Virtual scheduler working in Calendly and Acuity, you stay with one recruiter from scope through start.
Tell us the work to own, from appointment booking and confirmations to calendar management, plus the systems, coverage hours, and outcomes that matter. We turn that into a focused search brief.
We screen candidates for appointment booking and confirmations, calendar management, and practical fluency in Calendly and Acuity. You review a shortlist with relevant context.
Choose your candidate and hiring model. We coordinate the handoff into your tools, operating process, and first-week priorities.
Best for practices and service teams that need calendars filled, confirmations sent, and cancellations recovered.
Appointments get confirmed and reminded on a set cadence, so fewer booked slots turn into an empty calendar gap.
The waitlist gets worked actively, so cancellations get backfilled instead of sitting open until the next scheduled visit.
New requests get scheduled inside your response window, instead of waiting behind whatever else the front desk is handling.
One dedicated scheduler costs less than the salary, benefits and payroll taxes a full-time in-house hire adds up to.
One person sees every calendar at once, so double-bookings get caught before they ever reach a patient or client.
Your scheduler learns your booking rules, your providers or team and your systems, and stays on your account call after call.
5-Stage Vetting with AI-assisted screening. Fewer than 1% of applicants are presented to clients.
Bilingual English and Spanish talent from Latin America, strongest in medical and legal.
Fully managed global talent from $12 an hour, or US direct hire from 12.5% of first-year salary. Compare the two on our [staffing solutions page](/solutions/).
"They built the analytics and automation our leadership now runs on, recovered tens of thousands in freight claims and cut manual work by 96%."
"It was very easy working with HireHawk, from looking for viable candidates, the interview process, all the way to implementation of your hire, they handle it all. We are also very happy with our hire. Very easy and seamless process."
"HireHawk filled two senior roles in under two weeks. The candidates were sharper than anything our in-house recruiter surfaced in months."
"Her scope grew within months and our leadership asked to meet her in person. We came back to HireHawk to expand the rest of the team."
"When our workflow broke down she built a tracking system to stop it happening again, without being asked."
The right model depends on the seat, not the company. Some roles need someone in the building; the rest do not, and cost far less remotely.
HireHawk is a staffing agency for growing US companies with industry-specialized recruiters. This is one of the seats we fill most: we recruit for it, run 5-Stage Vetting, and either employ the hire on global talent or place them directly on your payroll.
Yes, that's one of the most common uses of this role, and your scheduler already knows the workflow. They verify insurance eligibility before appointments, collect intake information and manage the waitlist the same way a medical or dental practice's own front desk already would, without you training anyone from scratch.
Yes. Tell us your actual team structure on the discovery call, how many providers and calendars need coordinating, and we staff to that reality instead of assuming one scheduler can juggle every calendar equally well regardless of how your team is actually set up day to day.
Your scheduler already works in Calendly, Acuity, Athenahealth and most standard scheduling and practice management platforms, so bookings start moving on day one. Name your actual system on the discovery call, and we match you with someone who already runs your exact setup, instead of learning it live.
You'll see vetted candidates within 10 business days of your discovery call, so you're not waiting weeks to start interviewing. Once you've made your pick, onboarding takes 21 days, whether the hire joins your payroll directly or comes on as a fully managed global hire through HireHawk.
Yes. You tell us the exact hours you want covered, including overnight and weekend windows most in-house teams cannot justify staffing themselves, and we build the schedule around exactly that instead of a generic business-hours window that leaves patients unable to book outside a narrow slot.
You're covered either way. If you go with global talent, you get 100% performance replacement at no extra cost. If you choose US direct hire, you're backed by a 60-day replacement guarantee, so a bad fit doesn't turn into a bad quarter for your business.
Tell us your calendar, your booking rules and the systems you use. We'll put a vetted scheduler on it.
