Front Office Coordinator

New York Oncology Hematology•Albany, NY

3d•Onsite

About The Position

This role is responsible for multiple front office functions including scheduling patient appointments and tests efficiently, answering incoming calls promptly and professionally, and assisting patients with check-in. The position may involve outside scheduling and/or surgical scheduling. The Front Office Coordinator serves as the point of contact for the front office when leadership is unavailable and greets patients and guests courteously. This role supports and adheres to the New York Oncology Hematology Compliance Program, including ethical standards, business practices, patient confidentiality, and HIPAA laws.

Requirements

High School diploma or equivalent required
Minimum of three years’ medical office experience required
Proficiency with computer systems including Microsoft (Outlook, Word, and Excel) required

Nice To Haves

Associate’s degree preferred

Responsibilities

Answers incoming calls and messages related to scheduling; addresses callers’ needs and directs to appropriate department if needed.
Obtains and communicates messages in an accurate and timely manner.
Schedules new patients, patient referrals, and returning patients in the computer system according to physician and/or office guidelines.
Receives incoming referrals, creates accounts, and obtains and enters insurance information.
Requests initial records, works with the provider to determine the appropriate time for an appointment, schedules consults, and mails out new patient packets (varies by site).
Obtains and enters all authorization and correspondence relating to referrals in patients’ electronic medical records (EMR).
Communicates to patients all appointment details being scheduled and potential prep work needed, inquiring about test specifics from necessary parties and gathering patient information as needed.
Adheres to scheduling templates containing physician meetings, satellite schedules, rounding, and call coverage.
Monitors schedules for compliance with templates and adjusts templates for site-specific needs as requested.
Directs other staff when changes are needed.
Prepares correspondence, memos, forms, and other typing as requested by the supervisor.
Obtains necessary precertification as required.
Follows up on pre-operative tests to ensure patients are cleared for surgical procedures.
Communicates with physicians and patients if further testing is required before surgery is performed.
Schedules post-operative follow-up appointments with physicians.
Processes EMR orders timely and effectively, and completes chart messaging in a timely manner.
Works the bump list and no-show report in a timely manner.
Monitors the order queue as assigned to meet practice-designated metrics.
Cancels/reschedules appointments according to physician schedule changes and notifies appropriate personnel.
Complies with the no-show process and policy.
Trains new staff, manages schedule adjustments, and performs other lead duties.
Serves as the point of contact when leadership is unavailable/out of the office.
Works closely with the Front Office Supervisor and Nursing Supervisor to achieve optimal scheduling within the infusion room.
Works with the nursing supervisor to identify and correct unbalanced schedules and ensure compliance with maximum infusion guidelines.
Covers for other front office functions as requested.
Floats as needed in addition to cross-covering sites remotely.