Office Coordinator - Medical Oncology

Exeter Hospital, part of Beth Israel Lahey Health, is a nationally recognized, non-profit community hospital that has been caring for the Seacoast region since 1896. With more than 1,400 employees and 370 affiliated physicians, Exeter Hospital provides comprehensive services across cardiovascular care, oncology, orthopedics, breast health, maternity, and more—all supported by advanced technologies and an unwavering commitment to patient-centered care.

About the role

The office coordinator greets and welcomes patients. The coordinator also provides complex administrative and scheduling support for physicians, clinical staff managers, and patients in a healthcare setting. Additionally, the coordinator is responsible for check-in/check-out, scheduling, phone coverage, medical records maintenance, support referrals, authorizations, data entry, and customer service.

Responsibilities

• Utilizes superior customer service skills to perform daily administrative duties of the clinic including greeting, checking in/checking out, scheduling patients, chart maintenance, filing, answering phones and taking messages, opening/reviewing/distributing mail, stocking supplies, and checking/distributing faxes.
• Register patients, verify identities, and queue into system. Have patients sign consents and ABNs as needed.
• Scan insurance cards, labs, and orders as needed.
• Actively schedule all patients for appointments requested by providers, including labs, diagnostic tests, chemotherapy, infusion, provider follow-up, teaching, outside referrals, and hospital admissions.
• Make reminder calls to patients prior to appointments.
• Intake all new consult referrals, collecting appropriate clinical and billing data.
• Prepare new charts, ensure records are complete prior to visit, and mail out packets accordingly.
• Accurately maintain provider schedules to maximize clinic resources and meet patient needs.
• Update and coordinate provider schedules for meetings, time off, etc., and communicate changes to appropriate individuals.
• Accurately obtain necessary prior authorizations from insurance companies prior to booking diagnostic testing.
• Understand contractual pre-certification requirements to ensure billing requirements are met prior to services.
• Maintain a tickler file for future tasks/appointments.
• Assist with medical records requests from customers.
• Handle patient and staff requests throughout the day appropriately.
• Print all necessary reports and distribute daily.
• Provide coverage for other administrative staff as necessary.
• Assist with patient flow and coordinate care with medical assistants and triage nurses as needed.
• Process death notifications appropriately.
• Use and maintain routine office equipment, including computers, voicemail, multi-line phones, intercoms, printers, scanners, and related software.

Requirements

• High school graduate or equivalent.
• 1–3 years of experience.

Benefits

• Competitive pay and comprehensive benefits, including health and dental insurance.
• Retirement plans beginning on day 1 of employment.
• Career growth and leadership development opportunities across Beth Israel Lahey Health.
• Free onsite parking.

About the workplace

• Magnet®-recognized hospital known for nursing excellence and quality care.
• Close-knit, collaborative environment where every team member is valued, supported, and empowered.
• Strong sense of community and teamwork where contributions are recognized.
• State-of-the-art facilities and advanced technology to support exceptional care.
• Located in scenic Exeter, New Hampshire—just minutes from the Seacoast, with easy access to Boston and Portland.