AIC Scheduler / Medical Scheduler-Coordinator

LUX Infusion•Overland Park, KS

About The Position

The AIC Scheduler coordinates patient appointments across Ambulatory Infusion Center (AIC) locations to support timely access to care, efficient chair utilization, a positive patient experience, and effective use of clinical capacity. The role connects patients with referral sources, intake, authorization, nursing, pharmacy and medication procurement, and AIC operations. It 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 coordinates new and recurring infusion appointments, communicates appointment details and approved preparation instructions, maintains patient information and scheduling documentation, and escalates clinical questions to appropriate personnel. The position also manages available chair capacity, monitors schedules for gaps and conflicts, coordinates rescheduling and alternate locations when authorized, and works with intake and authorization teams to move referrals toward scheduled treatment. It coordinates with nursing, pharmacy, and procurement teams to identify readiness issues and escalate barriers that could delay or cancel treatment. The role provides compassionate patient service, protects confidentiality, supports consistent scheduling workflows across locations, and participates in process improvement and operational performance monitoring. This role is suited to someone who is organized, attentive to detail, responsive, and able to manage competing priorities in a fast-paced, performance-driven, multi-site healthcare environment. The posted pay range is $22–$27 USD. The role may occasionally involve standing, walking, sitting, handling objects or controls, reaching, climbing stairs, balancing, stooping, kneeling, crouching, crawling, and lifting or moving up to 25 pounds. Required vision abilities include close, distance, and color vision, peripheral vision, depth perception, and adjusting focus.

Requirements

High school diploma or equivalent.
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, problem solving, 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.
Schedule patients during the initial scheduling interaction when all required information is available, and coordinate recurring appointments according to prescribed treatment frequency.
Contact patients who need scheduling or rescheduling and follow up until scheduling is resolved.
Provide appointment, location, and applicable preparation information using approved workflows; maintain accurate demographic and contact information.
Use WeInfuse and other approved systems to support scheduling and reminder workflows.
Escalate clinical questions, treatment education needs, triage matters, and issues outside the position’s scope to appropriate personnel.
Manage AIC schedules to make effective use of chair capacity while maintaining safe operational workflows.
Identify and fill open appointment slots; balance treatment duration, chair availability, operating hours, and site capacity.
Monitor upcoming schedules for gaps, conflicts, and risks; work with site leadership and nursing on capacity constraints or opportunities.
Coordinate movement to alternate appointments 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 retention of referred patients within the AIC network and escalate recurring cancellation or scheduling-delay trends to AIC Operations.
Document scheduling attempts, cancellations, rescheduling, and patient communications accurately.
Partner with intake and authorization teams to progress referrals to scheduled treatment and monitor patients who are ready or approaching readiness for scheduling.
Identify missing referral information or unresolved workflow items preventing scheduling and route them to the appropriate team.
Communicate scheduling availability and operational constraints to intake teams; follow up on referrals that have not converted to scheduled treatments.
Coordinate with nursing, pharmacy, procurement, and other teams to confirm operational readiness for scheduled treatments.
Identify medication availability or treatment-related scheduling considerations and escalate medication, authorization, clinical, or operational barriers that could delay or cancel treatment.
Assist with drug procurement and logistics coordination, clinical review preparation within the position’s scope, and inventory and FIFO processes where assigned.
Deliver professional, compassionate, responsive service; answer scheduling questions and route clinical, financial, or authorization questions appropriately.
Communicate schedule changes promptly, help reduce unnecessary callbacks and handoffs, and maintain patient confidentiality in accordance with HIPAA and organizational privacy requirements.
Maintain timely and accurate scheduling documentation; participate in centralized scheduling workflows and process-improvement initiatives; support consistent processes across AIC locations.
Help monitor measures including first-contact scheduling, time from scheduling readiness to appointment, chair utilization, cancellations, no-shows, referral-to-treatment conversion, rescheduling, and patient retention.
Complete required annual legal and ethical compliance training and comply with organizational policies, procedures, and standards.
Perform related duties as requested and support access to services for individuals with disabilities, directly or by coordinating appropriate assistance.