Front Office Coordinator - Gynecologic Oncology

New York Oncology Hematology•Albany, NY

47d•Onsite

About The Position

This role is for a Front Office Coordinator in Gynecologic Oncology, joining a practice focused on cutting-edge cancer care and advanced treatments. The position offers opportunities for professional growth, continuing education, and working with a collaborative team. The practice has multiple locations throughout the Capital Region and contributes to groundbreaking clinical trials. The Front Office Coordinator will be responsible for various front office functions, including scheduling patient appointments and tests, answering calls, and assisting with patient check-in. This role may also involve outside scheduling and surgical scheduling responsibilities and serves as the point of contact for the front office when leadership is unavailable. The position requires adherence to compliance programs, ethical standards, and patient confidentiality, including 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.
Prolonged sitting, some bending, stooping and stretching.
Occasional lifting of up to 30 pounds.
Eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment.
Hearing and vision corrected to normal range.

Nice To Haves

Associate’s degree preferred.

Responsibilities

Schedule patient appointments and tests efficiently and in a timely manner.
Answer incoming calls in a prompt, courteous, and professional manner.
Assist patients with check-in for their appointments.
Perform outside scheduling and/or surgical scheduling responsibilities.
Serve as the point of contact for the front office when leadership is unavailable.
Greet patients and their guests into the clinic in a prompt, courteous, and professional manner.
Act as a liaison between patients and medical staff.
Support and adhere to the New York Oncology Hematology Compliance Program, including the Code of Ethics and Business Standards.
Demonstrate understanding of patient confidentiality to protect the patient and clinic/corporation.
Adhere to confidentiality, state, federal, and HIPAA laws and patient records guidelines.
Reference and uphold NYOH CORE values daily.
Answer incoming calls and messages related to scheduling; address callers’ needs and direct to appropriate department if needed.
Obtain and communicate messages accurately and in a timely manner.
Schedule new patients, patient referrals, and returning patients in the computer system according to physician and/or office guidelines.
Receive incoming referrals, create accounts, obtain, and enter insurance information.
Request initial records, work with provider on determining appropriate time for appointment, schedule consult, and mail out new patient packets.
Obtain and enter all authorization and correspondence relating to referrals in patients’ electronic medical records (EMR).
Communicate 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.
Adhere to scheduling template containing physician meetings, satellite schedule, rounding, and call coverage.
Monitor schedules for compliance with templates.
Adjust templates for site-specific needs as requested.
Direct other staff when changes are needed.
Prepare correspondence, memos, forms, and other typing as requested by supervisor.
Obtain necessary precertification as required.
Follow up on pre-operative tests to ensure patients are cleared for surgical procedures.
Communicate with physician and patients if further testing is required before surgery is performed.
Schedule post-operative follow-up appointments with physicians.
Process EMR orders timely and effectively, as well as timely completion of chart messaging.
Work the bump list and no-show report in a timely manner.
Monitor order queue as assigned to meet metrics designated by practice.
Cancel/reschedule appointments according to physician schedule changes; notify appropriate personnel.
Comply with no-show process and policy.
Train new staff.
Perform schedule adjustments and other lead duties.
Have the authority to shift employees to cover areas in need.
Work closely with Front Office Supervisor and Nursing Supervisor to achieve optimal scheduling within the infusion room.
Identify and correct unbalanced schedules with the nursing supervisor and ensure we are within maximum infusion guidelines.
Cover for other front office functions as requested.
Float as needed in addition to cross covering sites remotely.
Perform other duties as assigned.