Oncology Scheduling Coordinator - Cancer Center - Saturday Availability Required

About the role

The Oncology Scheduling Coordinator in the Cancer Center at Stony Brook Medicine functions in a role encompassing coordination of complex cancer patient visits, treatments and procedures, discharges, under the direction of the Senior Manager of Operations.

Responsibilities

• Captures and coordinates high volume, high patient acuity discharges, including complex, interdependent scheduling of multiple appointments across multi-specialties for procedures, treatments, diagnostics and MD visits for cancer patients.
• Coordinates hospital, ambulatory multi-day treatments, pre and post treatment diagnostics and lab tests to align with inpatient or outpatient treatments and visits.
• Educates patients on necessary instructions for tests, order of sequential and parallel appointments across the cancer continuum, including coordinating care across surgical, medical and other oncology specialties (Medical Oncology and Hematology, Surgical Oncology, Gyn Oncology, thoracic surgery, for example) as well as multi-day ambulatory chemotherapy treatment calendars, pre and post-treatment testing and labs and diagnostics.
• Frequent rescheduling and re-coordination of numerous interdependent complex appointments due to the acuity of cancer patients in treatment who need treatment breaks or delays or have changes in treatment plans during the course of treatment, causing treatments to be frequently changed or held due to patient side effects of care.
• Ensures patient appointments and treatments and tests to not fall through the cracks.
• Ensures patient compliance with appointments and tests to ensure continued treatment.
• Identifies and facilitates patients with financial needs to Financial Navigation team.
• Discharges patients and schedules follow-up clinic appointments for patients in Cerner/EWS; schedules testing appointments for patients in Cerner or outside on behalf of the patient; gives patients necessary instructions for their ordered test(s); advises patients on the need for authorization/pre-certification; copies scripts that are given to patients.
• Performs end of day and monthly reconciliation to ensure that all required treatments and appointments have been scheduled.
• Provides MD and care team with end of day reconciliation of outstanding requirements for documentation of ordered tests and treatments to ensure that patients coming in for future appointments have all the necessary documentation and orders in place so financial and clinical processes can take place and not delay patient care.
• Makes sure patient compliance with appointments and tests to ensure continued treatment.
• Monitors and follows-up on "no show" patients to identify and escalate patient compliance issues.
• Prepares reports on trends for no shows and cancellations.
• Identifies potential billing and insurance issues: Has patients complete all of the appropriate forms.
• Responsible to ensure that all necessary information is provided to the Cancer Center Treatment/Procedure Authorization Team. Ensures that the patient completes all necessary paperwork; provides appropriate insurance documentation.
• Provides cross coverage for Patient Flow Coordinators and is bi-directionally versed in fulfilling that role within the cancer center.
• Communicates daily with Financial Navigation staff, authorization team, Patient Flow Coordinator as well as all cancer center staff to facilitate smooth flow of patient discharge and overall smooth operations of the center.
• Maintains calm, friendly and positive demeanor to ensure patient and referring MD service excellence while meeting the operational needs of the center.
• Creates spreadsheets and reports as related to various reconciliation and operational issues, as required to support increased volume and future growth of the Cancer Center.
• Supports administrative functions related to obtaining orders from physicians and responding to inquiries as necessary.
• Greet patients and answer telephones in assigned area and assist callers and direct calls, as appropriate.
• Provides in-service training for users.
• Maintains the day-to-day operation of Cerner performance workflow.
• Provides coverage for Patient Flow Coordinators in the Cancer Center and is backup for other cancer center sites, as required.
• All other duties as assigned.

Qualifications

• Bachelor's degree.
• At least 4 years of office/administrative experience.
• Experience with Microsoft Office applications.
• Problem solving skills.
• Excellent verbal and written communication skills.

Preferred Qualifications

• Experience in cancer or cancer related outpatient or ambulatory health care services.
• Face to face patient and physician healthcare customer service experience.
• Experience working with Tableau.
• Complex schedule management.
• Experience working with Cerner.
• Bilingual in Spanish and English.