AIC Scheduler / Medical Scheduler-Coordinator

luxinfusion; United States; On-site; USD 28,000 - 41,000; Full time

Job summary

LUX Infusion in the United States is seeking a skilled AIC Scheduler to coordinate patient appointments across Ambulatory Infusion Center locations, ensuring timely access, efficient chair utilization, and a positive patient experience.

You will serve as a key link between patients, referral sources, intake, authorization, nursing, pharmacy/procurement, and AIC operations, proactively resolving barriers and optimizing scheduling workflows to support reliable care delivery.

Qualifications

• Experience scheduling in healthcare settings.
• Strong organizational skills and attention to detail.
• Excellent communication and patient service orientation.

Responsibilities

• Schedule new and recurring infusion appointments according to established workflows.
• Coordinate treatment schedules based on prescribed frequency.
• Provide patients with appointment information, location details, and prep instructions.
• Maintain accurate patient demographics and contact information in systems.
• Escalate clinical questions to appropriate staff.
• Actively manage schedules to maximize chair capacity and efficiency.
• Handle cancellations, no-shows and patient retention activities.
• Coordinate with intake, authorization, nursing, pharmacy and site leadership.

Skills

Patient Scheduling

Organizational Skills

Customer Service

Healthcare Experience

Attention to Detail

Job description

See your work in a new light.

At LUX Infusion, we're reimagining infusion care to be more human, supportive, and connected. Inspired by lux -meaning light - we guide patients, providers, and partners through complex therapies with clarity, compassion, and confidence.

As a clinician-led, U.S.-based organization, we put people first - helping patients feel seen and supported through faster therapy starts, dedicated care coordination, and meaningful collaboration.

Our commitment to inclusion, diversity, equity, and advancement (IDEA) is central to our culture, ensuring every team member feels valued and empowered to make a difference.

See your work in a new light.

At LUX Infusion , we're reimagining infusion care as something more human, more supportive, and more connected.

We lead with compassion and clarity - helping patients feel confident in moments that matter, while giving providers and partners the trust and insight they need to deliver better outcomes.

As a clinician-led, U.S.-based organization, we put people first - helping patients feel seen and supported through faster therapy starts, dedicated care coordination, and meaningful collaboration.

Our commitment to inclusion, diversity, equity, and advancement (IDEA) is central to our culture, ensuring every team member feels valued and empowered to make a difference.

Why This Role Matters

AIC Scheduler is responsible for coordinating the scheduling of patients across Ambulatory Infusion Center locations to support timely patient access, efficient chair utilization, a positive patient experience, and effective use of clinical capacity.

This position serves as a key connection point between patients, referral sources, intake, authorization, nursing, pharmacy/medication procurement, and AIC operations. The Scheduler proactively manages the treatment schedule, helps resolve barriers that could delay treatment,

follows up on cancellations and unscheduled patients and supports retention of patients referred to the AIC. The successful candidate combines excellent patient service with strong organization, attention to detail, urgency, and the ability to manage multiple scheduling priorities in a fast paced healthcare environment.

What You'll Do

Responsibilities include:

• Patient Scheduling & Access
• Schedule new and recurring infusion appointments according to established scheduling and clinical workflows.
• Work to schedule patients during the initial scheduling interaction whenever all requirementsnecessary to schedule are available.
• Coordinate recurring treatment schedules based on the prescribed treatment frequency.
• Contact patients requiring scheduling or rescheduling and maintain appropriate follow-up until scheduling is resolved.
• Provide patients with clear appointment information, location details, and applicable preparation instructions using approved workflows.
• Maintain accurate patient demographic and contact information within applicable systems.
• Support consistent scheduling and reminder workflows within WeInfuse and other approved systems.
• Escalate clinical questions, treatment education needs, or triage matters to appropriate clinical personnel.
• Provide efficient flow of clinical and non-clinical information.
• May quote copay and coinsurance, as well as collect copays at time of scheduling.
• Chair & Schedule Optimization
• Actively manage AIC schedules to maximize available chair capacity while maintaining safe operational workflows.
• Identify open appointment capacity and work to fill available treatment slots.
• Balance treatment duration, available chairs, operating hours, and site capacity when scheduling patients.
• Monitor upcoming schedules and proactively identify gaps, conflicts, or scheduling risks.
• Partner with site leadership and nursing to address capacity constraints or opportunities.
• Support movement of patients to alternate appointments or AIC locations when appropriate and authorized.
• Cancellations, No-Shows & Patient Retention
• Respond promptly to appointment cancellations and rescheduling requests.
• Proactively contact patients following cancellations or missed appointments according to established procedures.
• Work to retain referred patients within the AIC network when scheduling or capacity challenges arise.
• identify recurring causes of cancellations or scheduling delays and elevate trends to AIC Operations.
• Maintain accurate documentation of scheduling attempts, cancellations, rescheduling activity, and patient communication.
• Referral & Intake Coordination
• Partner closely with intake and authorization teams to move patients from referral to scheduled treatment.
• Monitor patients who are ready or approaching readiness for scheduling.
• May obtain referral and insurance information.
• Identify missing information or unresolved workflow items preventing scheduling and route them to the appropriate team.
• Help minimize unnecessary handoffs between intake, scheduling, clinical teams, and patients.
• Communicate