Patient Intake Coordinator - Outpatient Oncology

Southwest Florida Proton•Fort Myers, FL

8d•Onsite

About The Position

Southwest Florida Proton is a freestanding outpatient proton therapy center located in Fort Myers, Florida. We are dedicated to delivering advanced, precise cancer care to patients from Southwest Florida and across the country and globe. Our multidisciplinary team collaborates with referring physicians, academic medical centers, and major health systems to ensure every patient receives a seamless, compassionate, and highly coordinated treatment experience. The Patient Intake Coordinator is a pivotal role within our center, serving as the primary point of contact and advocate for patients from initial inquiry through the conclusion of treatment. This position demands exceptional organizational acumen, superior communication skills, and the clinical insight to navigate complex medical information with accuracy and professionalism. The ideal candidate is a highly motivated healthcare professional — ideally a Registered Nurse or clinician with equivalent experience — who thrives in a fast-paced environment and possesses the critical thinking skills required to manage intricate patient cases involving multi-institutional coordination, complex medical records, and patients traveling from distant locations.

Requirements

Minimum of 3 years of experience in a healthcare setting with demonstrated medical records coordination, patient coordination, or care navigation responsibilities
Exceptional verbal and written communication skills with the ability to interact professionally with patients, families, and providers at all levels
Outstanding organizational, planning, and time management skills with proven ability to manage multiple complex cases simultaneously
Demonstrated ability to collect, interpret, and organize a broad range of medical records and imaging documentation
Strong problem-solving skills and ability to work independently in a fast-paced environment with minimal supervision
Proficiency with electronic health records (EHR) systems and standard office software
Ability to work on-site Monday through Friday, day shift, 40 hours per week

Nice To Haves

Registered Nurse (RN) licensure — strongly preferred; candidates with active Florida RN license or ability to obtain Florida licensure are especially encouraged to apply
Clinical background in oncology, radiation oncology, or a related specialty
Experience working with or coordinating referrals from academic medical centers and large health systems
Prior experience coordinating care for patients traveling for treatment
Familiarity with proton therapy, radiation oncology, or complex cancer treatment pathways
Bilingual communication skills are a plus

Responsibilities

Collect, request, and organize comprehensive medical records from referring hospitals, academic medical centers, health systems, and private practices across the United States and internationally
Obtain and manage a full spectrum of records including diagnostic imaging studies and image files (CT, MRI, PET, X-ray), pathology and surgical reports, laboratory results, prior radiation and systemic therapy records, and consultative notes
Ensure all records are complete, accurately filed, and readily accessible to the clinical team in advance of consultations and treatment planning
Follow up diligently with external providers, health information departments, and referring offices to resolve incomplete or delayed record requests
Maintain meticulous documentation standards in compliance with HIPAA regulations and organizational policies
Serve as the dedicated patient navigator, guiding patients and their families through every phase of care from initial intake through completion of treatment
Schedule and coordinate consultations, simulation appointments, treatment planning sessions, and on-treatment visits in collaboration with the clinical team
Proactively communicate with patients regarding next steps, appointment logistics, and care milestones to reduce uncertainty and enhance the patient experience
Identify and address barriers to care, escalating clinical concerns to the appropriate clinical staff promptly
Maintain ongoing tracking of each patient's status, ensuring no steps in the care continuum are missed
Coordinate travel logistics and lodging accommodations for patients and families traveling to Fort Myers from out of the area, other states, and internationally
Connect patients with available assistance programs, partner accommodations, and local support resources as appropriate
Anticipate and proactively resolve logistical challenges to ensure a smooth and stress-free patient experience
Serve as a professional liaison between Southwest Florida Proton and referring providers, including academic medical centers, large and small health systems, and private practices throughout the United States and internationally
Communicate effectively with internal clinical, dosimetry, physics, nursing, and administrative teams to ensure cohesive patient care delivery
Prepare and transmit clinical correspondence including referral communications, treatment summaries, and care coordination updates
Represent the center with the highest level of professionalism, sensitivity, and expertise in all interactions
Exercise sound judgment and creative problem-solving to navigate complex scheduling conflicts, missing records, insurance or authorization issues, and other operational challenges
Anticipate potential obstacles in the patient care journey and develop proactive solutions
Maintain and update patient tracking systems and intake workflows to support operational efficiency
Perform other duties as assigned to support the mission of the center