International Patient Scheduling Specialist

Dana-Farber Cancer Institute; Boston (MA); Hybrid; USD 58,000 - 66,000; Full time

Job summary

Dana-Farber Cancer Institute in Boston is seeking an International Patient Scheduling Specialist to manage all international scheduling activities across oncology and related services. You will serve diverse patients, families, and providers, coordinating with the International Office and care teams to ensure timely, compassionate care.

The role emphasizes superior customer service, strong communication, and cultural sensitivity while navigating complex scheduling and billing processes in a

Qualifications

• High school diploma required; bachelor’s degree preferred.
• 2 years administrative and/or customer service experience required, preferably in a healthcare setting
• Experience in patient scheduling; oncology exposure preferred
• Strong analytical, decision-making and time-management skills
• Excellent verbal and written communication; CRM/office software proficiency; Epic preferred

Responsibilities

• Coordinate oncology and non-oncology appointments with care teams, patients, and external partners.
• Maintain relationships with Dana-Farber and Brigham and Women’s International Office stakeholders to improve operations and satisfaction.
• Monitor referral status and ensure timely service delivery.
• Arrange procedures, specialty tests, and external facility coordination (labs, imaging, etc.).
• Schedule telehealth visits in compliance with guidelines and coordinate with internal/external teams.
• Assist with financial clearance processes for appointments.

Skills

Scheduling knowledge

Customer service

Communication

Time management

Cultural sensitivity

Problem solving

Teamwork

Education

High school diploma

Bachelor’s degree preferred

Tools

Microsoft Office

CRM tools

Epic

Job description

Reporting to the Manager, and in collaboration with clinical and operational leadership, the International Patient Scheduling Specialist is responsible for all aspects of international patient scheduling in accordance with department scheduling guidelines. This role provides superior customer service represents Dana-Farber Cancer Institute and Brigham and Women’s International Office to all international patients, families/escorts, physicians, embassies, governmental health authority’s, foundations, and insurance companies throughout the continuation of the patient’s care coordination. The International Patient Scheduling Specialist is instrumental in meeting the business needs of the program, assists in all scheduling-related tasks across all disease centers, and maintains language appropriate navigation, effective communication, and culturally sensitive understanding/knowledge to all international stakeholders engaging with the program. This role achieves patient experience and business objectives through managing a broad portfolio of patients, and personally customizing each interaction to create exceptional, world class experiences that encompass Dana-Faber Cancer Institute (DFCI)’s standard of compassion and excellence.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physicians, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

PRIMARY DUTIES AND RESPONSIBILITIES:

• In collaboration with disease center and clinic scheduling teams, partners with care team, patient, and other key stakeholders to manage, schedule, follow up on, and facilitate coordination of all oncology and non-oncology appointments, internally and externally throughout the continuation of care.
• Develops and maintains strong professional relationships and communication with DFCI and BWH key stakeholders including disease center teams, International Patient Center, clinicians, interpreter/ambassadors, referral sources, staff, patients, and families to continually improve operations, maintain quality, and ensure satisfaction.
• Monitor status of referral request and follow-up as necessary to ensure patient receives service on timely basis.
• Coordinates procedures, specialty appointments and other requests with external facilities, including but not limited to treatments, labs, echo, biopsies, line/port placements and removal, radiology, and specialty appointments (e.g., endocrinology, cardiology, dermatology, etc.).
• Arranges telehealth visits per hospital and state/country guidelines for eligible patients, ensuring appropriate communication between internal and external providers, admins, patient/patient representatives, and other key stakeholders.
• Partners with finance and other team members, performs tasks, and otherwise supports processes to ensure appropriate financial clearance is obtained for all appointments.
• Performs past-pending reconciliations and assists department with emergency re-scheduling due to clinic closures or other events.
• Supports management of discharge process including discharge planning, monitoring inpatient cases, and providing necessary coordination with internal care teams, interpreter/ambassador, IPC, scheduling teams, and external stakeholders.
• Delivers concierge-level attention for each patient.
• Serves as on-call, after-hours contact to provide international patients assistance with the coordination of medical care outside of regular business hours as needed.
• Responsible for adherence to standard operating procedures, compliance requirements and meeting defined service levels/key performance indicators related to patient care.
• Collaborates on the development and implementation of programmatic initiatives to optimize operations and programmatic development.
• Collaborates with fellow international team members to ensure seamless coverage and task management in times of full and partial staffing levels; This may include assisting with requesting, tracking, organizing, or otherwise managing new or established patient needs and performing tasks that are typically the responsibilities of peers.
• Participates in training and onboarding of new hires.
• Other duties and responsibilities as required.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of patient scheduling. Experience within oncology preferred.
• Strong analytical, decision making and time management skills.
• Exceptional computer skills and knowledge of Microsoft Office (operating systems, word processing, database, electronic mail, Internet, spreadsheet), Customer Relationship Manager (CRM) tools. Knowledge of Epic preferred.
• Strong problem-solving skills including the ability to resolve complex issues on behalf of the providers and the patients.
• Exceptional customer service skills including the ability to deescalate and resolve patient concerns.
• Exceptional oral and written communication skills including email etiquette.
• Strong critical thinking and process improvement skills.
• Ability to relate to and collaborate with a varied workforce and patient base in a highly matrixed organization.
• Ability to relate to patients from varied countries and backgrounds, and to respond to their needs demonstrating a great deal of cultural awareness and sensitivity.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to handle sensitive and confidential information discreetly.
• Ability to adapt to changing priorities and champion change within peers.
• Highly motivated, independent, and capable of performing in a fast-paced environment.
• Team player.
• Ability to troubleshoot problems expeditiously and uses discretion to determine when escalation is needed.

MINIMUM JOB QUALIFICATIONS:

• High school diploma required; Bachelor’s degree preferred
• 2 years of administrative and/or customer service experience required, preferably in a healthcare setting

SUPERVISORY RESPONSIBILITIES:

None

PATIENT CONTACT:

Yes, this position entails patient contact and communication, both by phone, video conference and in person. Age of population served is primarily adult.

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

EEO Poster

Pay Transparency Statement

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).

$58,400.00 - $65,800.00