Medical Appointment Scheduler

About the Role

Virginia Cancer Specialists, affiliated with McKesson Specialty Health and US Oncology, is seeking an experienced full-time Medical Appointment Scheduler to work at our Administrative Office in Fairfax. This position provides an outstanding opportunity to learn, grow, and make a meaningful impact on patient care while gaining hands-on experience in a rewarding and fast-paced medical environment.

Under direct supervision, you will handle a full range of telephone switchboard duties, including triaging calls and relaying messages, while assisting with clerical tasks. You will serve as a liaison between patients and medical staff, supporting the US Oncology Compliance Program, including the Code of Ethics and Business Standards.

Responsibilities

• Answers all incoming calls; assesses callers’ needs and directs to appropriate personnel.
• Pages clinic personnel as appropriate.
• Obtains and communicates messages in an accurate and timely manner.
• Schedules new patients, patient referrals, and returning patients in the computer system in accordance with physician and/or office guidelines.
• For new and/or referred patients, sets up in system with appropriate documentation and coding.
• Cancels/reschedules appointments according to physician schedule changes; notifies appropriate clinic personnel.
• Obtains and enters all insurance authorization and correspondence relating to referrals in patients' charts and/or electronic medical records (EMR).
• Maintains primary office scheduling template containing physician meetings, satellite schedule, rounding, and call coverage.
• Arranges for patients to have financial counseling as needed.
• Demonstrates an understanding of patient confidentiality to protect the patient and clinic/practice.
• Follows policies and procedures to contribute to the efficiency of the front office.
• May schedule outpatient appointments/testing/surgeries and hospital admissions upon request, including obtaining necessary pre-certification.
• May communicate with patients about surgeries or tests being scheduled, potential prep work needed, and gather patient information as required.
• May be responsible for follow-up on all pre-operative tests to ensure clearance for surgical procedures and communicates with physicians and patients if further testing is required before surgery.
• May schedule post-operative follow-up appointments with physicians.
• Where applicable, demonstrates a basic understanding of medical terminology for tests and surgical procedures, including coding and the ability to look up codes specific to diagnosis, surgery, and scheduling procedures.
• Performs insurance verification.

Requirements

• High school diploma or equivalent required.
• 0-3 years’ experience, preferably in a medical office setting (entry-level position).
• Knowledge of medical terminology and coding is a plus.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office (Outlook, Word, Excel) required.

Physical Demands

• Work may require sitting for long periods of time; also stooping, bending, and stretching for files and supplies.
• Occasionally lifts files or paper weighing up to 30 pounds.
• Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier, and other office equipment.
• Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts.
• Necessary to view and type on computer screens for prolonged periods of time.

Competencies

• Uses Technical and Functional Experience: Possesses up-to-date knowledge of the profession and industry; is a quick learner in the technical/functional area; accesses and uses other expert resources when appropriate.
• Demonstrates Adaptability: Handles day-to-day work challenges confidently; is willing and able to adjust to multiple demands, shifting priorities, ambiguity, and rapid change; shows resilience in the face of constraints, frustrations, or adversity; demonstrates flexibility.
• Uses Sound Judgment: Makes timely, cost-effective, and sound decisions; makes decisions under conditions of uncertainty.
• Shows Work Commitment: Sets high standards of performance; pursues aggressive goals and works efficiently to achieve them.
• Commits to Quality: Emphasizes the need to deliver quality products and/or services; defines standards for quality and evaluates products, processes, and service against those standards; manages quality; improves efficiencies.

Work Environment

Work is performed in an office environment within a call center setting. Involves contact with patients and the public.

Benefits

• Medical, Dental, and Vision coverage
• Paid Holidays
• 401(k)