AIC Scheduler / Medical Scheduler-Coordinator

LUX Infusion

6d•$22 - $27

About The Position

The AIC Scheduler coordinates patient appointments across Ambulatory Infusion Center (AIC) locations to support timely access to care, efficient chair utilization, positive patient experiences, and effective use of clinical capacity. The role connects patients, referral sources, intake and authorization teams, nursing, pharmacy and medication procurement, and AIC operations. It proactively manages treatment schedules, follows up on cancellations and unscheduled patients, helps resolve barriers to treatment, and supports retention of patients referred to the AIC network. The Scheduler manages new and recurring infusion appointments, follows established scheduling and clinical workflows, and provides patients with clear appointment details and approved preparation instructions. The role monitors schedules and capacity, coordinates with operational and clinical teams on readiness and constraints, and documents scheduling activity accurately. It also supports referral-to-treatment coordination, medication readiness, patient communication, and consistent scheduling practices across locations. Clinical questions and matters outside the role’s scope are escalated to appropriate personnel. The position calls for strong organization, attention to detail, urgency, customer service, problem-solving, and the ability to manage competing priorities in a fast-paced, performance-driven, multi-site healthcare environment. The posted pay range is $22–$27 USD.

Requirements

High school diploma or equivalent required.
Strong organizational skills and ability to manage multiple patients, schedules, and priorities simultaneously.
Strong verbal and written communication skills.
Demonstrated customer-service and problem-solving skills.
Ability to work effectively with patients and cross-functional healthcare teams.
Strong attention to detail and commitment to accurate documentation.
Comfort working in a performance-driven, multi-site environment.
Ability to appropriately escalate clinical or operational issues outside the position’s scope.
Patient-first mindset, teamwork, sense of urgency, accountability, follow-through, adaptability, and operational discipline.
Previous healthcare scheduling, patient access, medical office, infusion, specialty pharmacy, or comparable healthcare experience is preferred, not required.

Nice To Haves

Experience in an ambulatory infusion center, specialty pharmacy, physician practice, hospital outpatient department, or other specialty healthcare environment.
Experience coordinating recurring treatments or complex healthcare appointments.
Experience with WeInfuse or another infusion or healthcare scheduling platform.
Familiarity with referrals, prior authorization, medication procurement, and specialty medication workflows.
Experience supporting centralized or multi-site scheduling.

Responsibilities

Schedule new and recurring infusion appointments according to established scheduling and clinical workflows.
Schedule patients during the initial interaction when all requirements are available and coordinate recurring schedules based on prescribed treatment frequency.
Contact patients who need scheduling or rescheduling and follow up until scheduling is resolved.
Provide appointment information, location details, and applicable preparation instructions using approved workflows.
Maintain accurate patient demographic and contact information and scheduling documentation in applicable systems, including WeInfuse and other approved systems.
Escalate clinical questions, treatment education needs, triage matters, and issues outside the position’s scope to appropriate personnel.
Manage AIC schedules to use chair capacity effectively while maintaining safe operational workflows.
Identify and fill available appointment capacity; balance treatment duration, chair availability, operating hours, and site capacity.
Monitor upcoming schedules for gaps, conflicts, and risks, and partner with site leadership and nursing on capacity constraints or opportunities.
Coordinate alternate appointment times or AIC locations when appropriate and authorized.
Respond to cancellations and rescheduling requests and contact patients after cancellations or missed appointments according to established procedures.
Support patient retention within the AIC network and follow up on referrals that have not converted to scheduled treatment.
Identify recurring causes of cancellations or scheduling delays and escalate trends to AIC Operations.
Document scheduling attempts, cancellations, rescheduling activity, and patient communications accurately.
Partner with intake and authorization teams to move patients from referral to scheduled treatment and monitor patients ready or approaching readiness for scheduling.
Obtain referral and insurance information when needed, identify missing information or unresolved workflow items, and route them to the appropriate team.
Communicate scheduling availability and operational constraints to intake teams and help reduce unnecessary handoffs.
Coordinate with nursing, pharmacy, procurement, and other teams to confirm operational readiness for scheduled treatments.
Identify scheduling considerations related to medication availability or treatment requirements and escalate medication, authorization, clinical, or operational barriers that could delay or cancel treatment.
Assist with drug procurement and logistics coordination and clinical review preparation within the defined scope; support inventory and FIFO processes where assigned.
Provide professional, compassionate, and responsive service; answer scheduling questions and appropriately route clinical, financial, or authorization questions.
Communicate schedule changes promptly and clearly, reduce unnecessary callbacks and handoffs, and protect patient confidentiality in accordance with HIPAA and organizational privacy requirements.
Participate in centralized scheduling workflows and process-improvement initiatives and support consistent processes across AIC locations.
Help monitor operational measures including first-contact scheduling, time from scheduling readiness to appointment, chair utilization, cancellations, no-shows, referral-to-treatment conversion, rescheduling, and patient retention.
Perform related duties as requested and participate in required annual legal and ethical compliance training while adhering to organizational compliance policies and procedures.