Scheduling Coordinator – Oncology Services - Full Time 8 Hour Days (Non-Exempt) (Union)

University of Southern California•Los Angeles, CA

About The Position

The Scheduling Coordinator schedules patient appointments, follow-ups, and surgeries as appropriate for the assigned unit or clinic, including the Clinic and Day Hospital. The role monitors patients through different phases of care to ensure required testing and services are completed, validates financial clearance, obtains authorizations and pre-authorizations, and coordinates testing, results, provider notes, ancillary appointments, support services, and equipment. The coordinator prepares patient charts before appointments, follow-ups, and surgeries, including ensuring relevant imaging and laboratory work are available. The role also reviews and codes charge slips, maintains records and insurance-claim documentation, maintains physician appointment and surgery calendars, oversees equipment and office-supply inventory, and receives and distributes incoming mail. On the assigned nursing unit, the Scheduling Coordinator performs clinical-support and communication functions, provides courteous reception, and coordinates activities related to patient care. The position uses computer systems to access and enter patient data, schedule orders, scan documentation into PowerChart, communicate with radiology and other departments, and provide clerical support. The coordinator acts as a liaison among patients, clinicians, ancillary departments, physician-office staff, and hospital personnel, ensuring timely communication and coordination of services. The position requires courteous, compassionate, and professional communication in person, by telephone, and in writing. The coordinator responds promptly to calls and messages, routes requests appropriately, alerts clinicians or departments about completed testing, non-compliance, stat orders, and add-ons, and collaborates with colleagues and management. The role also includes attending department huddles and staff meetings, staying informed about hospital-wide changes, maintaining an organized work area, and helping orient new schedulers.

Requirements

High school diploma or equivalent.
Demonstrated ability to problem-solve and provide effective resolution.
Demonstrated excellent customer-service behavior.
Comfort with computers and medical terminology.
Fire Life Safety Training (LA City); if the card is not held at hire, it must be obtained within 30 days of hire and maintained through renewal before expiration, as required within LA City only.

Nice To Haves

Experience in a health care setting is preferred.
Bilingual ability is preferred; a bilingual-certified department translator is strongly preferred.

Responsibilities

Schedule patient appointments, follow-ups, tests, and surgeries for the assigned unit or clinic, including the Clinic and Day Hospital.
Monitor patients’ progress through care phases to ensure required tests and services are completed.
Validate financial clearance and obtain authorizations and pre-authorizations for scheduled services.
Coordinate testing, test results, provider notes, ancillary appointments, and required support services with clinicians and other departments.
Prepare patient charts before appointments, follow-ups, and surgeries, including ensuring relevant x-rays and laboratory work are available.
Arrange special equipment and coordinate necessary services for patient cases.
Review and code charge slips for patient-care and surgical services; maintain files and records, including insurance-claim documentation.
Maintain master appointment and surgery calendars for physicians and oversee equipment and office-supply inventory.
Read, prioritize, and distribute incoming mail as appropriate.
Use computer systems, including Cerner, GECB, Outlook, and PowerChart, to access and enter patient information and manage scheduling documentation.
Schedule orders accurately and promptly, scan orders into PowerChart daily, and verify that orders are complete, signed, dated, timed, and include a diagnosis and patient name.
Communicate with radiology and fax order sheets to arrange tests; notify appropriate departments of stat orders and communicate add-ons to the Day Hospital and authorization department.
Check voice messages throughout the day and ensure messages are addressed before the end of the shift.
Provide courteous reception and customer service; answer calls promptly, identify self and hospital, and route requests to the appropriate personnel while ensuring the caller is connected.
Maintain a clean and organized work area and keep printers and fax machines supplied with paper.
Attend daily department huddles and attend at least 80% of staff meetings or read meeting minutes within five working days.
Collaborate with colleagues, communicate unit issues to the Charge RN and staff, maintain communication with management, and demonstrate initiative in orienting new schedulers.
Keep abreast of changes from hospital-wide committees and perform other duties as assigned.