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 coordinates complex, multi-step patient schedules across providers, procedural areas, Nuclear Medicine, CTU, the OR, authorization teams, pre-operative assessment, research teams, and referring clinical teams. The scheduler arranges appointments for OR Radiation Oncology procedures, Theranostics, HDR Brachytherapy, and other assigned modalities, while maintaining accurate scheduling and tracking records. The position also supports patient care coordination by verifying demographic, insurance, referral, clinical, and authorization information; confirming that required orders, imaging, laboratory results, treatment plans, consent status, and supporting documentation are available; and communicating status updates and barriers to the appropriate care team. The scheduler prepares approved patient instructions, documents communications, coordinates with insurance verification teams and referring physician offices, and provides general office and telephone support. The role requires confidentiality, compliance with applicable policies and regulations, cooperation with colleagues, and participation in training other personnel.

Requirements

High school diploma or equivalent.
Minimum of 3 years of relevant experience.
Skill in data entry with minimal errors.
Ability to communicate effectively in oral and written form.
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

Manage expectations surrounding pre- and post-patient care.
Obtain or review patient demographic information, insurance information, and referral numbers.
Review clinical records for completeness, including authorization, signatures, missing data, and other patient information.
Answer and triage incoming telephone calls, respond to questions, direct calls, and document messages in the appropriate software.
Greet visitors and callers, handle inquiries, and direct them to the appropriate employee.
Work cooperatively with employees to solve problems and support the smooth, efficient flow of the practice.
Provide coverage for co-workers’ responsibilities when assigned or needed.
Communicate effectively with physicians, managers, peers, trainees, and staff, and maintain confidentiality.
Coordinate complex patient schedules across providers, procedural areas, Nuclear Medicine, CTU, the 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 the clinical team to review.
Communicate status updates, barriers, delays, denials, missing requirements, and escalation needs to the appropriate provider and care team.
Prepare and send approved patient instructions and educational materials, and document communication in the designated medical record.
Work with central and Radiation Oncology insurance verification teams.
Contact referring physician offices to obtain missing orders and confirm correct clinical information when necessary.
Apply age-specific and developmental care needs according to the patient’s documented needs and competency validation checklist.
Follow regulatory guidelines governing applicable 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 personnel within the department.
Create workflows to strategically fill OR, Theranostics, HDR, and other assigned modality schedules as vacancies arise.
Support customer satisfaction by adhering to DIRECCT values and comply with hospital, accreditation, state, and HIPAA requirements.
Adhere to University and unit-level policies and procedures and safeguard University assets.