Administrative Operations Specialist – Radiation Oncology

Position Overview

We are seeking a Radiation Oncology Administrative Operations Specialist to support the daily operations of a busy Radiation Oncology department. This patient-facing role will coordinate appointments, treatments, referrals, insurance authorizations, medical records, and billing-related processes, while working closely with patients, physicians, clinical teams, and insurance providers to ensure smooth patient care.

Responsibilities

• Manage daily front desk and administrative operations within the Radiation Oncology Department.
• Coordinate scheduling for consultations, procedures, treatments, follow-up appointments, and related specialty services.
• Complete patient registration and check-in/check-out activities.
• Communicate with patients regarding appointments, scheduling changes, required documentation, and next steps.
• Verify insurance eligibility, benefits, and coverage.
• Submit, track, and follow up on prior authorizations to minimize delays in patient care.
• Support denied authorization and appeals workflows.
• Utilize Epic and/or Aria to manage scheduling, patient information, documentation, and workflow status.
• Manage referrals and ensure required clinical and insurance documentation is received.
• Coordinate medical records and obtain outside documentation needed for continuity of care.
• Prepare clinic materials and support chart reviews prior to scheduled visits.
• Coordinate with physicians, clinical teams, referral sources, insurance carriers, and other departments.
• Support discharge tracking and patient follow-up activities.
• Serve as a liaison between department operations and professional/facility billing teams.
• Assist with billing, claims, authorization, and reimbursement workflow issues.
• Maintain accurate medical records and protect patient confidentiality in accordance with HIPAA requirements.
• Manage high-volume inbound and outbound calls and other patient communications.
• Maintain department inventory and supplies.
• Provide administrative support to departmental leadership.
• Coordinate with the Cancer Resource Center and other patient support resources as appropriate.
• Identify and help resolve workflow issues affecting scheduling, authorizations, billing, documentation, or patient access.
• Deliver compassionate, professional, and high-quality service throughout the oncology patient experience.

Qualifications

• Oncology or Radiation Oncology experience.
• Epic experience, particularly scheduling, registration, patient access, and documentation workflows.
• Aria experience.
• Experience in Hematology, Infusion, Cancer Center, Radiology/Imaging, Surgical Services, Cardiology, or another complex specialty environment.
• Experience independently submitting, tracking, and following up on prior authorizations.
• Experience handling authorization denials and appeals.
• Referral management experience.
• Medical records coordination and chart preparation/review experience.
• Professional and/or facility billing support experience.
• Claims follow-up, A/R, or other revenue cycle experience.
• Experience coordinating complex procedures or treatment schedules.
• Experience with clinic inventory, supplies, or broader administrative operations.

Schedule

Monday–Friday | 7:30 AM–4:00 PM