Scheduling Coordinator

Job Description

The Scheduling Coordinator position is responsible for advanced level of scheduling of patient's appointments, including internal and external. This includes items such as, but not limited to, complex chemotherapy treatments plans, as well as outside referrals and Radiology/Procedures. This position must coordinate the needs to multiple parties in order to continually improve scheduling and report efficiency.

• Answers the telephones and greets patients in a courteous, efficient manner.
• Routes calls/messages to appropriate discipline/department
• Follows policy and procedures outlined by management to ensure standardization of processes across all clinics
• Conducts patient check-out workflow, following policy and procedures
• Distributes appropriate documents to patients and provides scheduling and preparation details
• Properly tracks patients in EHR for next location and ensures patients are not missed
• Schedules patient appointments, including internal and external. To include but not limited to, anything scheduled in the clinic, inside referrals, outside referrals, radiology appointments, procedures, hospital admits, virtual tumor boards, etc.
• Runs and/or works daily reports to identify patients with unscheduled orders, such as the unscheduled report, radiology report, and the refer to internal and external reports
• Performs tasks related to Governmental, Insurance and Quality Initiative Programs:
  • Ensures communication is distributed to patients regarding program details
  • Generates and distributes to external providers office a Clinical Summary from Electronic Health Record (EHR)
  • Communicates information regarding Patient Engagement Portal and assists with registration process
  • Maintains communication with pre-certification team for urgent cases and denial/peer to peer requests
  • Ensures proper billing document(s) is faxed with diagnostic order if patient is on study
  • Follows standard operating procedure (SOP) for external follow ups
  • Communicates to other staff members using Instant Messaging System
  • Sends portal invites as needed

Essential Functions

• Responds promptly to patient, physician, manager, clinic, and other department requests
• Communicates to other staff members using Instant Messaging System
• Sends portal invites as needed
• Maintain and ensure confidentiality of patient information
• Adheres to all Tennessee Oncology policies and procedures

Education and Experience

• High school graduate or equivalent with GED
• Electronic Medical Records experience strongly preferred
• 2 years of previous professional office experience with customer service experience required
• Experience with electronic medical scheduling preferred
• Knowledge of medical terminology preferred
• Strong computer skills including Windows file management and MS Office, and e-mail experience
• Good verbal, listening, and written communication skills
• Ability to work productively and effectively in a fast-paced environment
• Strong organizational skills and attention to detail
• Excellent customer service skills

Physical Requirements

• Able to travel to clinics when necessary
• Able to lift 25 pounds