AIC Scheduler / Medical Scheduler-Coordinator

LUX Infusion•Overland Park, KS

1h•$22 - $27

About The Position

The AIC Scheduler coordinates patient appointments across Ambulatory Infusion Center locations to support timely access to care, efficient chair utilization, positive patient experiences, and effective use of clinical capacity. The role is a key connection point among patients, referral sources, intake, authorization, nursing, pharmacy and medication procurement, and AIC operations. It proactively manages treatment schedules, follows up on cancellations and patients who remain unscheduled, helps resolve barriers to treatment, and supports retention of patients referred to the AIC network. The Scheduler coordinates new and recurring infusion appointments, works to schedule patients during the initial interaction when requirements are available, provides appointment and preparation information, and maintains accurate patient records. The role manages chair capacity and appointment openings, monitors schedules for gaps and conflicts, and coordinates with site leadership and nursing regarding capacity. It also follows up after cancellations or missed appointments, tracks scheduling activity, and partners with intake and authorization teams to move referrals to scheduled treatment. The position coordinates operational readiness with nursing, pharmacy, procurement, and other teams; escalates medication, authorization, clinical, or operational barriers; and may assist with drug procurement and logistics, clinical review preparation, and inventory and FIFO processes within its defined scope. It provides compassionate patient service, routes questions outside its scope to appropriate teams, maintains confidentiality and HIPAA compliance, and supports centralized scheduling, consistent processes across AIC locations, and operational performance monitoring. This role requires a high school diploma or equivalent. Previous healthcare scheduling, patient access, medical office, infusion, specialty pharmacy, or comparable healthcare experience is preferred. The position operates in a fast-paced, performance-driven, multi-site environment and requires organization, communication, customer service, problem-solving, accurate documentation, follow-through, and effective collaboration.

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, scheduling and capacity management, accountability and follow-through, cross-functional collaboration, adaptability, and operational discipline.

Nice To Haves

Previous healthcare scheduling, patient access, medical office, infusion, specialty pharmacy, or comparable healthcare experience.
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, scheduling during the initial interaction when all requirements are available.
Coordinate recurring treatment schedules based on prescribed treatment frequency and follow up with patients until scheduling or rescheduling is resolved.
Provide patients with appointment details, location information, and applicable preparation instructions using approved workflows.
Maintain accurate patient demographic and contact information and support scheduling and reminder workflows in WeInfuse and other approved systems.
Escalate clinical questions, treatment education needs, or triage matters to appropriate clinical personnel and provide efficient flow of clinical and non-clinical information.
May quote copays and coinsurance and collect copays at the time of scheduling.
Manage AIC schedules to maximize chair capacity while maintaining safe operational workflows; identify and fill open appointment capacity.
Balance treatment duration, available chairs, operating hours, and site capacity when scheduling patients.
Monitor upcoming schedules for gaps, conflicts, and risks; partner with site leadership and nursing to address capacity constraints or opportunities.
Support movement of patients to alternate appointments or AIC locations when appropriate and authorized.
Respond promptly to cancellations and rescheduling requests and contact patients following cancellations or missed appointments according to established procedures.
Work to retain referred patients within the AIC network when scheduling or capacity challenges arise; identify recurring cancellation or delay causes 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 who are ready or approaching readiness for scheduling.
May obtain referral and insurance information; identify missing information or unresolved workflow items that prevent scheduling and route them to the appropriate team.
Communicate scheduling availability and operational constraints to intake teams and follow up on referrals that have not converted to scheduled treatment.
Coordinate with nursing, pharmacy, procurement, and other appropriate teams to confirm operational readiness for scheduled treatments.
Identify scheduling considerations associated with medication availability or treatment requirements and escalate barriers that could delay or cancel treatment.
Assist with drug procurement and logistics coordination and clinical review preparation within the defined scope of the position; support inventory and FIFO processes where assigned.
Deliver professional, compassionate, and responsive service; answer scheduling-related questions, route clinical, financial, or authorization questions appropriately, and communicate schedule changes promptly.
Maintain patient confidentiality and comply with HIPAA and organizational privacy requirements.
Maintain timely and accurate scheduling documentation, participate in centralized scheduling workflows and process-improvement initiatives, and support consistent scheduling processes across AIC locations.
Help monitor performance measures including first-contact scheduling, time from scheduling readiness to appointment, chair utilization, cancellation trends, no-shows, referral-to-treatment conversion, rescheduling, and patient retention.
Perform related duties as requested and comply with required legal and ethical training, organizational policies, and procedures.