Medical Appointment Scheduler

Overview

Virginia Cancer Specialists, affiliated with McKesson Specialty Health and US Oncology, is seeking an experienced full‑time Medical Appointment Scheduler to work at the Administrative Office in Fairfax, Virginia. The role offers an outstanding opportunity to learn, grow, and make a meaningful impact on patient care while working with a compassionate team of healthcare professionals in a fast‑paced environment.

Benefits

• Medical
• Dental
• Vision
• Paid holidays
• 401(k) retirement plan

Responsibilities

• Answer all incoming calls; assess callers’ needs and direct to appropriate personnel.
• Page clinic personnel as appropriate.
• Obtain and communicate messages accurately and timely.
• Schedule new patients, patient referrals, and returning patients in the computer system according to physician and office guidelines.
• Set up new or referred patients in the system with appropriate documentation and coding.
• Cancel or reschedule appointments based on physician schedule changes and notify appropriate clinic personnel.
• Obtain and enter all insurance authorizations and correspondence related to referrals in patient charts or electronic medical records (EMR).
• Maintain the primary office scheduling template, including physician meetings, satellite schedules, rounding, and call coverage.
• Arrange for patients to receive financial counseling as needed.
• Demonstrate understanding of patient confidentiality to protect patients and the practice.
• Follow policies and procedures to contribute to front‑office efficiency.
• May schedule outpatient appointments, testing, surgeries, and hospital admissions upon request.
• Obtain necessary pre‑certifications as required.
• Communicate with patients about scheduled surgeries or tests, including any required preparation, and gather necessary information.
• Follow up on pre‑operative tests to ensure clearance for surgery and inform physicians and patients if additional testing is needed.
• Schedule post‑operative follow‑up appointments with physicians.
• Apply basic understanding of medical terminology, coding, and procedure codes for diagnoses, surgeries, and scheduling.
• Verify insurance information as needed.

Qualifications

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

Physical Demands

The role may require prolonged sitting, occasional stooping, bending, and stretching for files and supplies, and occasional lifting of files or paper up to 30 pounds. Employees must have manual dexterity to operate a keyboard, calculator, telephone, copier, and other office equipment. Vision must be correctable to 20/20 and hearing must be within the normal range for telephone communication. Extended periods of computer screen viewing and typing are required.

Competencies

• Uses technical and functional experience: stays current with professional knowledge, learns quickly, and accesses expert resources as needed.
• Demonstrates adaptability: handles daily challenges, adjusts to shifting priorities and rapid change, and shows resilience.
• Uses sound judgment: makes timely, cost‑effective decisions, even under uncertainty.
• Shows work commitment: sets high performance standards, pursues aggressive goals, and works efficiently.
• Commits to quality: defines and evaluates quality standards, manages quality, and seeks efficiency improvements.

Work Environment

The position is based in a call‑center office environment that involves regular contact with patients and the public. Reasonable accommodations are available to enable individuals with disabilities to perform essential functions.