SCHEDULER, UHealth Sole Mia

University of Miami•North Miami, FL

About The Position

The Radiation Oncology Department at UHealth/University of Miami is hiring a Procedure Scheduler at UHealth Sole Mia. The role supports patient care by coordinating complex, multi-step schedules for Radiation Oncology procedures and related modalities, and by managing patient information, documentation, communications, and scheduling workflows. The scheduler works with providers, procedural areas, Nuclear Medicine, CTU, OR, authorization teams, pre-operative assessment, research teams, referring clinical teams, and insurance verification teams. The position also handles general scheduling and office duties, assists patients and visitors, communicates with clinical teams about scheduling requirements and barriers, and maintains confidentiality and compliance with University, hospital, regulatory, and HIPAA requirements. The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission, and more.

Requirements

High school diploma or equivalent.
Minimum 3 years of relevant experience.
Skill in data entry with minimal errors.
Ability to communicate effectively orally and in writing.
Ability to work evenings, nights, and weekends as necessary.
Skill in collecting, organizing, and analyzing data.
Ability to work independently and/or collaboratively.
Commitment to the University’s core values.

Responsibilities

Assist the department in managing expectations surrounding pre- and post-patient care.
Obtain or review patient demographic information, insurance information, and referral numbers.
Review clinical records for completeness, including authorizations, signatures, missing data, and other patient information.
Answer and triage incoming departmental calls, respond to questions, direct calls, and document messages in the appropriate software.
Greet visitors and callers, handle inquiries, and direct them to appropriate employees.
Work cooperatively with employees to solve problems and support an efficient practice; provide coworker coverage as assigned or needed.
Communicate regularly and effectively with physicians, managers, peers, trainees, and staff.
Maintain confidentiality and follow University and unit-level policies and procedures while safeguarding University assets.
Coordinate complex, multi-step patient schedules involving providers, procedural areas, Nuclear Medicine, CTU, OR, authorization teams, pre-operative assessment, research teams, and referring clinical teams.
Schedule OR Radiation Oncology procedures, Theranostics, HDR Brachytherapy, and other assigned modalities.
Maintain work queues, pending-item trackers, treatment calendars, authorization checkpoints, dose-order deadlines, laboratory due dates, and patient reminder dates.
Confirm required orders, imaging, laboratory results, treatment plans, consent status, and supporting documentation are available for clinical-team review.
Communicate status updates, barriers, delays, denials, missing requirements, and escalation needs to appropriate providers and care teams.
Prepare and send approved patient instructions and educational materials, and document communications in the designated medical record.
Work with central and Radiation Oncology insurance verification teams.
Contact referring physician offices to obtain missing orders and confirm clinical information when necessary.
Apply age-specific and developmental care needs for children, adolescents, adults, geriatric patients, and challenged or disabled patients, according to competency validation requirements.
Follow applicable regulatory guidelines for modalities, including Joint Commission, AHCA, ACR, Florida Department of Health, and FDA/MQSA requirements.
Coordinate services with other clinical areas and perform general office duties accurately and promptly.
Participate in training other department personnel.
Develop workflows to strategically fill OR, Theranostics, HDR, and other assigned modality schedules as vacancies arise.
Promote customer satisfaction by adhering to DIRECCT values and comply with hospital, accreditation, state, and HIPAA requirements.