Scheduling Coordinator

About the role

Tennessee Oncology, one of the nation’s largest community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established in 1976 in Nashville, our mission remains unchanged: to provide access to high-quality cancer care and the expertise of clinical research for all patients at convenient locations within their community.

We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

Responsibilities

• Perform advanced-level scheduling of patient appointments, including internal and external, such as complex chemotherapy treatment plans, outside referrals, and radiology/procedures.
• Coordinate the needs of multiple parties to improve scheduling and report efficiency.
• Answer telephones and greet patients in a courteous, efficient manner; route calls/messages to appropriate discipline/department.
• Follow policy and procedures outlined by management to ensure standardization of processes across all clinics.
• Conduct patient check-out workflow, following policy and procedures.
• Follow complex scheduling guidelines and interpret orders and treatment plans into appropriately scheduled appointments.
• Distribute appropriate documents to patients and provide scheduling and preparation details.
• Properly track patients in EHR for next location and ensure patients are not missed.
• Ensure canceled and missed appointments are followed up and properly documented.
• Schedule patient appointments, including internal and external (e.g., clinic appointments, inside/outside referrals, radiology, procedures, hospital admits, virtual tumor boards).
• Run and/or work daily reports to identify patients with unscheduled orders (e.g., unscheduled report, radiology report, referrals reports).
• Perform tasks related to Governmental, Insurance, and Quality Initiative Programs:
  • Ensure communication is distributed to patients regarding program details.
  • Generate and distribute Clinical Summaries from EHR to external providers.
  • Communicate information regarding Patient Engagement Portal and assist with registration.
  • Maintain communication with pre-certification team for urgent cases and denial/peer-to-peer requests.
  • Ensure proper billing documents are faxed with diagnostic orders if the patient is on a study.
  • Follow standard operating procedure (SOP) for external follow-ups.
• Demonstrate excellent customer service; respond promptly to patient, physician, manager, clinic, and other department requests.
• Communicate with other staff members using Instant Messaging System.
• Scan documents into Electronic Health Record when necessary.
• Send portal invites as needed.
• Travel/fill in at other clinics for business needs as required.
• Maintain and ensure confidentiality of patient information.
• Adhere to all Tennessee Oncology policies and procedures.
• Perform other duties as assigned.

Requirements

• 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, MS Office, and email 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.