New Patient Intake Coordinator

New York Oncology Hematology • Clifton Park, NY

9d • Onsite

About The Position

Under minimal supervision, the New Patient Intake Coordinator schedules new patient consultations, genetic consultations, new-to-office appointments, and laboratory appointments, and obtains appropriate medical records efficiently and promptly. The coordinator answers incoming calls, directs callers to appropriate personnel, and serves as a liaison between patients and medical staff. The role may be designated as lead, with duties that include orienting and training staff and assigning work to lower-level employees. The position supports and adheres to the New York Oncology Hematology Compliance Program, including its Code of Ethics and Business Standards.

The coordinator manages referrals and online appointment requests; creates patient accounts and enters demographic, insurance, primary care provider, and referring-provider information; and schedules, cancels, or reschedules appointments according to provider and office guidelines. The role includes maintaining the new patient referral tracker, understanding provider schedules and consultation slots, collecting and attaching records to the correct accounts, and documenting communications in patient charts. The coordinator may contact providers to discuss records, diagnoses, and appointment availability, and may visit sites to coordinate consult scheduling.

The position also includes mailing new-patient paperwork, welcome letters, and site directions; connecting patients with Patient Benefit Representatives for requested financial counseling or insurance questions; protecting patient confidentiality; and following policies and procedures. The coordinator may guide junior staff and communicate with patients about surgeries, tests, and imaging. A basic understanding of medical terminology and relevant coding may be used to understand diagnoses and schedule appropriately. Work is performed in an office environment and may require prolonged computer use and sitting, occasional stooping, bending, stretching, and lifting files or paper weighing up to 30 pounds.

Requirements

• High school diploma or equivalent.
• Excellent written and verbal communication skills.
• Ability to operate a keyboard, postage meter, telephone, copier/fax machine, and other office equipment.
• Vision correctable to 20/20 and hearing within the normal range for telephone contacts.

Nice To Haves

• Knowledge of medical terminology.
• Experience working in an office setting.

Responsibilities

• Answer incoming calls, assess callers’ needs, direct calls to appropriate personnel, and relay messages accurately and promptly.
• Use RightFax to obtain new-patient referrals and medical records; relabel incoming faxes and process them according to priority.
• Navigate online MachForm appointment requests from prospective patients and referring physicians.
• Create patient accounts and enter accurate patient demographics, insurance information, primary care provider, and referring-provider information.
• Schedule, cancel, and reschedule new-patient appointments in the appropriate computer system according to physician and office guidelines.
• Maintain the new-patient referral tracker and schedule patients in designated consultation slots using knowledge of provider schedules and templates.
• Obtain necessary medical records, ensure documents are attached to the correct accounts, and document communications and record requests in scheduling notes.
• Contact providers by chart message, email, or phone to discuss records and diagnoses and ensure appropriate scheduling.
• Visit sites when needed to discuss consultation availability with providers.
• Mail appropriate new-patient paperwork, welcome letters, and site directions to patients’ verified mailing addresses.
• Connect patients with a Patient Benefit Representative for financial counseling or insurance questions when requested.
• Protect patient confidentiality and follow policies and procedures that support efficient work.
• Provide guidance and assistance with daily work to junior-level staff when needed.
• Communicate with patients about surgeries, tests, and imaging when needed, and inquire about dates and providers to ensure records are obtained before consultation.
• Use a basic understanding of medical terminology and coding, including looking up codes when needed to understand diagnoses and schedule appropriately.
• Support and adhere to the New York Oncology Hematology Compliance Program, including the Code of Ethics and Business Standards.

Benefits

• Opportunities for professional growth and continuing education.
• Collaborative work with a team of experts.
• Work at a practice focused on cancer care, advanced treatments, and clinical trials.
• Access to multiple locations throughout the Capital Region.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED