Clinical Care Navigator - Urology & Oncology

Novellis Health; New York (NY); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

FSA

Paid holidays

Floating holidays

401(k)

Dental insurance

Health insurance

Paid time off

Parental leave

Vision insurance

Free uniforms

Job summary

Novellis Health in Brooklyn, NY seeks a Clinical Care Navigator to oversee patient-related clinical and administrative tasks in the Oncology department, ensuring timely follow-through and gaps in care are closed by the team.

The role blends senior Medical Assistant duties with patient care coordination, guiding referrals through diagnosis, treatment and follow-up, and ensuring labs, imaging, records and authorizations are in place prior to visits.

Qualifications

• High school diploma and CMA credential; current BLS certification, or within 3 months of hire.
• 3–5 years as a Medical Assistant in a specialty practice, including scheduling, prior authorizations or care coordination.
• Strong EMR and Microsoft Office skills.
• Hands-on experience with scheduling, prior authorizations, and patient care coordination.

Responsibilities

• Track open patient tasks (orders, referrals, prior authorizations, results, records requests, callbacks, refills).
• Identify gaps in care and elevate to the provider or staff.
• Guide patients from referral through simulation, treatment and follow-up.
• Ensure labs, imaging, records, authorizations and visits are in place before each visit or treatment.
• Coordinate with referring physicians, hospitals, imaging centers and labs; share records.
• Lead or participate in daily huddles to review schedule and patient follow-ups.

Skills

Care coordination

EMR proficiency

Communication skills

Time management

Attention to detail

Bilingual (Spanish or Russian)

Team collaboration

Education

High school diploma

Certified Medical Assistant (CMA)

BLS certification

Tools

Aria EMR

Microsoft Office

Job description

Benefits:

• Flexible spending account (FSA)
• Paid holidays
• Floating holidays
• 401(k)
• Dental insurance
• Free uniforms
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

The Clinical Care Navigator is responsible for monitoring the completion of all patient-related clinical and administrative tasks, identifying gaps in care coordination, and ensuring timely follow-through by the appropriate team members. The role supports physicians and nurse practitioners in our Oncology department in Brooklyn, NY.

The Navigator combines the clinical skills of a Senior Medical Assistant with the scheduling, authorization and patient-communication work of a Patient Care Coordinator. They guide patients from referral through diagnosis, treatment and follow-up, and make sure labs, imaging, records, authorizations and appointments are in place before each visit or treatment.

The ideal candidate is a Certified Medical Assistant with specialty-practice experience, strong EMR skills in Aria, and a calm, compassionate, patient-centered approach. Bilingual Spanish or Russian speakers are highly preferred.

Key responsibilities

Care coordination and navigation

• Track open patient tasks (orders, referrals, prior authorizations, results, records requests, callbacks and refills) and confirm each is completed on time by the responsible team member.
• Identify gaps in care, such as missed follow-ups, pending results, unscheduled imaging or treatments, and expired authorizations, and elevate to the appropriate provider, MA or front-desk staff.
• Serve as the main point of contact for patients newly diagnosed or starting treatment, guiding them from referral and consultation through simulation, treatment and follow-up.
• Make sure required labs, imaging, pathology and outside records are in the chart before each visit, procedure or treatment.
• Coordinate with referring physicians, hospitals, imaging centers and labs; fax consult letters, follow-up notes and visit summaries to referring providers.
• Lead or take part in daily huddles to review the schedule, outstanding tasks and patients who need follow-up.

Scheduling, authorizations and registration

• Schedule and confirm consultations, simulations, procedures, treatments, imaging and follow-up visits.
• Request prior authorizations for imaging, procedures, injections and treatments, and track them to approval.
• Verify insurance coverage on a regular basis, particularly for patients actively undergoing treatment.
• Register new patients and obtain, scan and upload medical records and insurance cards into the EMR; track and request imaging CDs as needed.
• Keep providers informed of reschedules, no-shows and add-ons, and coordinate with the front desk on scheduling.

Patient communication and support

• Communicate pre-visit and pre-procedure instructions clearly, and send reminders and confirmations through Weave.
• Manage patient calls, messages, prescription refill requests and referral questions as directed by providers.
• Coordinate transportation with patients' insurance and/or rideshare services so patients arrive on time for visits and treatments.
• Support patients and families with compassion through diagnosis, treatment and follow-up, and resolve concerns with empathy and professionalism.

Oncology clinical support

• Escort patients to and from exam rooms, treatment areas and physician offices.
• Record vitals and update medication lists, allergies and pain scores before provider visits.
• Administer subcutaneous and intramuscular injections as directed, including hormone therapies such as leuprolide, and track patients due for their next dose.
• Perform venipuncture and capillary collection when needed, and label, process and send out specimens correctly.

Documentation and compliance

• Document accurately and on time in Aria.
• Prepare and send medical records upon receipt of a signed release of information.
• Support compliance with OSHA, HIPAA and infection-control standards, and flag issues to the Practice Manager.

Staff training and onboarding

• Train and orient new Medical Assistants, Patient Care Coordinators and front-desk staff on Aria, including charting, orders, task queues, scheduling and document scanning.
• Teach oncology department workflows: patient intake and rooming, referral and records intake, prior authorizations, results follow-up and visit-to-treatment handoffs.
• Serve as the go-to resource for staff questions on EMR use and workflows, and help troubleshoot day-to-day issues.
• Keep training checklists and workflow guides up to date, and share changes with the team when systems or processes change.

Qualifications

Required

• High school diploma and graduate of an accredited Medical Assistant program.
• Certified Medical Assistant (CMA) credential; current BLS certification, or within 3 months of hire.
• 3–5 years as a Medical Assistant in a specialty practice, including scheduling, prior authorizations or care coordination.
• Strong EMR and Microsoft Office skills.
• Competence in venipuncture, injections and specimen handling.

Preferred

• Bilingual in Spanish or Russian (highly preferred).
• Oncology or hematology experience, including navigating patients through active treatment.
• Hands-on experience with Aria.
• Prior lead, preceptor or training experience.

Skills

• Strong follow-through: tracks open items to completion and escalates early when something is at risk of falling through.
• Clear, compassionate communication with patients, families, providers and outside offices.
• Strong organization, time management and ability to prioritize in a fast-paced, multi-provider clinic.
• Attention to detail in documentation, specimen labeling, authorizations and patient privacy.
• Ability to stay calm, professional and effective in high-stress situations.
• Ability to work independently and to lead and collaborate with peers as part of a team.