Infusion Scheduling and Administrative Coordinator

Venture Forthe, Inc.; Buffalo (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Venture Forthe, Inc. is seeking an Infusion Scheduling and Administrative Coordinator to support our home infusion program and UAS scheduling.

You will coordinate referrals, maintain nursing schedules, assist billing, and ensure nursing notes reach pharmacies, working with clinicians, nurses, patients, and pharmacy partners. You will help manage scheduling changes, communicate with patients and partners, and keep documentation moving through established processes.

Qualifications

• Strong organizational skills and attention to detail.
• Clear, professional communication in writing and speech.
• Ability to manage multiple schedules and priorities.
• Experience using email, calendars, spreadsheets, and administrative software.
• Experience in healthcare scheduling or referral coordination preferred.

Responsibilities

• Coordinate referrals and maintain nursing schedules with clinical staff.
• Support billing, invoicing, and documentation flow to pharmacies.
• Assist UAS scheduling and patient appointment confirmations.
• Maintain accurate electronic records and handle confidential information.
• Participate in team meetings and provide scheduling updates.

Skills

Organizational skills

Communication skills

Calendar management

Data entry

Healthcare scheduling

Tools

Email

Electronic calendars

Spreadsheets

CRM software

Job description

Description

Are you organized, detail-oriented, and comfortable keeping track of multiple schedules and priorities? Do you enjoy communicating with others, solving scheduling challenges, and making sure nothing falls through the cracks?

Venture Forthe is seeking an Infusion Scheduling and Administrative Coordinator to support our home infusion program, with additional scheduling support for our Uniform Assessment System (UAS) department.

In this clerical role, you will help coordinate referrals, maintain nursing schedules, support billing and invoicing, and keep documentation moving between our agency and specialty dispensing pharmacies. Your primary focus will be infusion services, working closely with our clinical team, full-time and per diem nurses, patients, and pharmacy partners.

A Day in the Life

Your day will involve coordinating services, tracking outstanding items, and helping our teams stay organized. You may:

• Coordinate incoming referrals. Receive and acknowledge referrals, organize referral information, request missing documents, and route referrals to the appropriate clinical staff for review and acceptance.
• Manage infusion schedules. Maintain accurate schedules for full-time and per diem nurses, match nurse availability with patient scheduling needs in collaboration with the clinical team, and track upcoming and recurring visits.
• Help resolve scheduling changes. Coordinate coverage requests, cancellations, rescheduled visits, and staff time off. Communicate changes promptly and bring unresolved coverage needs to the clinical team.
• Communicate with patients and pharmacy partners. Confirm scheduling details, share administrative updates, and follow up on information needed to coordinate services.
• Keep nursing documentation moving. Track receipt of completed nursing notes, follow up on outstanding documentation, and submit notes to specialty dispensing pharmacies and other authorized recipients through established processes.
• Support billing and invoicing. Organize visit records and supporting documentation, assist with invoice preparation and submission, and help identify and resolve missing information or administrative discrepancies.
• Support UAS scheduling. Assist with assessment scheduling, appointment confirmations, staff availability, and schedule changes as needed.
• Provide clerical and administrative support. Maintain records, update tracking systems, enter data, organize electronic files, and assist with routine correspondence.
• Participate in team meetings. Provide scheduling and referral updates, track action items, and follow through on assigned tasks.

Your Role in Keeping Care Connected

You will be an important point of contact for the administrative details that support timely patient care. This includes knowing which referrals are pending, which visits need coverage, which notes are outstanding, and which items need follow-up.

You will coordinate the administrative steps of referral intake and scheduling while working with clinical staff for decisions about patient acceptance, nursing competency, treatment requirements, and clinical concerns.

Infusion services will be your primary responsibility, with additional support for the UAS department as priorities and scheduling needs arise.

Why Join Venture Forthe?

• Play an important role in helping patients receive care in their homes.
• Work closely with a collaborative nursing and administrative team.
• Build experience in home infusion coordination and healthcare operations.
• Contribute to a mission-driven organization focused on compassionate, dependable care.

Equal Opportunity Employer

Venture Forthe is an Equal Opportunity Employer committed to a diverse, equitable, and inclusive workplace. We prohibit discrimination and harassment based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

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Requirements

Who Thrives in This Role

You enjoy bringing order to a busy day. You can manage multiple calendars, follow up without repeated reminders, and adjust priorities when schedules change.

You communicate clearly and professionally, work well with different personalities, and understand the importance of accurate records and timely responses. You are comfortable working independently while staying connected to the team and asking for guidance when needed.

Qualifications

• Strong organizational skills and attention to detail.
• Clear, professional verbal and written communication skills.
• Ability to manage multiple schedules, deadlines, and competing priorities.
• Comfort using email, electronic calendars, spreadsheets, and administrative software.
• Ability to enter information accurately and maintain organized electronic records.
• Ability to handle confidential patient and employee information appropriately.
• Strong follow-through and a collaborative approach to problem-solving.
• Previous clerical, administrative, or scheduling experience preferred.
• Experience in home care, healthcare scheduling, referral coordination, or specialty infusion or specialty pharmacy support strongly preferred.
• Familiarity with healthcare billing, invoicing, or clinical documentation workflows preferred.
• Experience supporting UAS scheduling is a plus.