Scheduler - The Woodlands, Tx

About the role

We are looking for a Scheduler to join our team at Texas Oncology in The Woodlands, Texas. This full-time position is responsible for scheduling patient infusion appointments and primarily supports our The Woodlands location. Nestled in the vibrant, nature-rich community of The Woodlands, Texas Oncology stands as a beacon of hope and healing, offering advanced, personalized cancer care close to home.

At Texas Oncology – The Woodlands, we foster deep connections with patients, families, and local organizations while leading the region in breast-only oncology services and cutting-edge clinical trials. As part of The US Oncology Network, we deliver high-quality, evidence-based care, helping patients achieve “More breakthroughs. More victories.” in their fight against cancer.

Responsibilities

• Schedules patient appointments and tests in an efficient and timely manner under direct supervision.
• Answers all incoming calls, assesses callers’ needs, and directs calls to appropriate personnel.
• Serves as a liaison between patients and medical staff.
• Schedules new patients, referrals, and returning patients in the computer system according to physician and office guidelines.
• Sets up new and referred patients in the system with appropriate documentation and coding.
• Cancels or reschedules appointments according to physician schedule changes and notifies clinic personnel.
• Obtains and enters insurance authorizations and referral correspondence into patient charts or electronic medical records (EMR).
• Collects co-pays, deductibles, and other out-of-pocket amounts at the time of visit.
• Maintains the primary office scheduling template, including physician meetings, satellite schedules, rounding, and call coverage.
• Arranges financial counseling for patients as needed.
• Demonstrates an understanding of patient confidentiality.
• Follows policies and procedures to contribute to front office efficiency.
• Covers other front office functions as requested.
• Prepares correspondence, memos, forms, and other typing tasks as requested by supervisors.
• May schedule outpatient appointments, testing, surgeries, and hospital admissions, including obtaining necessary pre-certification.
• May communicate with patients about scheduled surgeries or tests, including prep work, test specifics, and gathering patient information.
• May follow up on pre-operative tests to ensure clearance for surgical procedures and communicate with physicians and patients if further testing is required.
• 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.

Requirements

• High school diploma or equivalent required.
• Position level (I, II, or Senior) will be determined based on candidate experience.
• Knowledge of medical terminology and coding is a plus (required for Senior level).
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Experience requirements by level:
  • Level I: 0–3 years’ experience, preferably in a medical office setting.
  • Level II: Minimum 3 years’ office experience, preferably in a medical office setting.
  • Senior: Minimum 5 years’ office experience, preferably in a medical office setting.

Skills

• Uses technical and functional experience to stay up to date with industry knowledge and access expert resources when needed.
• Demonstrates adaptability by handling day-to-day challenges, shifting priorities, and ambiguity with resilience.
• Uses sound judgment to make timely, cost-effective decisions under uncertainty.
• Shows work commitment by setting high standards and pursuing aggressive goals efficiently.
• Commits to quality by defining and adhering to standards, improving processes, and enhancing service delivery.

Physical Demands

• Work may require sitting for long periods, as well as stooping, bending, and stretching for files or supplies.
• Occasionally lifts files or paper weighing up to 30 pounds.
• Requires manual dexterity to operate keyboards, calculators, telephones, copiers, and other office equipment.
• Vision must be correctable to 20/20, and hearing must be within normal range for telephone contacts.
• Must be able to view and type on computer screens for prolonged periods.

Work Environment

• Work is performed in an office environment with regular contact with patients and the public.

Benefits

• Competitive benefits package including Medical, Dental, and Vision insurance.
• Life Insurance, Short-term and Long-term disability coverage.
• Generous Paid Time Off (PTO) program.
• 401k plan with company match.
• Wellness program that rewards healthy lifestyle practices.
• Tuition Reimbursement.
• Employee Assistance Program.
• Discounts on favorite retailers.