Scheduling Coordinator

OneOncology • Nashville, TN

7d

About The Position

The Scheduling Coordinator is responsible for advanced scheduling of patient appointments, both internal and external. This includes complex chemotherapy treatment plans, outside referrals, radiology, and procedures. The role coordinates the needs of multiple parties to improve scheduling and reporting efficiency. It also assists with telephone coverage, works reports, and responds to tasks, instant messages, emails, and portal requests. The coordinator may travel or float to other clinics for business needs and must maintain the confidentiality of patient information while adhering to Tennessee Oncology policies and procedures.

Requirements

• High school graduation or equivalent GED.
• At least 2 years of professional office experience with customer service experience.
• Strong computer skills, including Windows file management, Microsoft Office, and email.
• Good verbal, listening, and written communication skills.
• Ability to work productively and effectively in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Excellent customer service skills.
• Ability to travel to clinics when necessary.
• Ability to lift 25 pounds.

Nice To Haves

• Electronic medical records experience is strongly preferred.
• Experience with electronic medical scheduling is preferred.
• Knowledge of medical terminology is preferred.

Responsibilities

• Answer telephone calls and greet patients courteously and efficiently; route calls and messages to the appropriate discipline or department.
• Follow management policies and procedures to support standardized processes across clinics.
• Conduct patient check-out workflows according to policy and procedure.
• Interpret orders and treatment plans and schedule appointments according to complex scheduling guidelines.
• Distribute appropriate documents to patients and provide scheduling and preparation details.
• Track patients in the EHR as they move to their next location and ensure none are missed.
• Follow up on canceled and missed appointments and document them appropriately.
• Schedule internal and external appointments, including clinic visits, referrals, radiology appointments, procedures, hospital admissions, and virtual tumor boards.
• Run or work daily reports to identify patients with unscheduled orders, including unscheduled, radiology, and internal and external referral reports.
• Distribute communications to patients about governmental, insurance, and quality initiative program details.
• Generate and distribute clinical summaries from the EHR to external providers’ offices.
• Communicate information about the Patient Engagement Portal and assist patients with registration.
• Maintain communication with the pre-certification team regarding urgent cases and denial or peer-to-peer requests.
• Ensure required billing documents are faxed with diagnostic orders when a patient is on study.
• Follow standard operating procedures for external follow-ups.
• Respond promptly to requests from patients, physicians, managers, clinics, and other departments, demonstrating excellent customer service.
• Communicate with other staff members using the instant messaging system.
• Scan documents into the EHR when necessary.
• Send portal invitations as needed.
• Travel or float to other clinics for business needs.
• Maintain confidentiality of patient information and adhere to Tennessee Oncology policies and procedures.
• Perform other duties as assigned.

What This Job Offers

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