Medical Appointment Scheduler

Virginia Cancer Specialists, P.C.; Fairfax (VA); On-site; USD 25,000 - 32,000; Full time

Job summary

Virginia Cancer Specialists, affiliated with McKesson Specialty Health and US Oncology, seeks an experienced full-time Medical Appointment Scheduler for its Fairfax Administrative Office. The role includes handling telephone switchboard duties, triaging calls, relaying messages, and liaising between patients and medical staff.

You will schedule new and returning patients, manage referrals, verify insurance, and assist with pre-certifications and documentation within the EMR system.

Qualifications

• High school diploma or equivalent required; entry level with 0-3 years in medical office preferred.
• Knowledge of medical terminology a plus; strong written and verbal communication essential.
• Proficiency in Microsoft Office (Outlook, Word, Excel) required.

Responsibilities

• Answers incoming calls and directs to appropriate personnel.
• Schedules new, referred, and returning patients in the EMR per guidelines.
• Obtains and communicates messages accurately and timely to patients and staff.
• Verifies insurance and initiates referrals as needed.
• Maintains scheduling templates and coordinates with surgical and testing appointments.

Skills

Communication skills

Customer service

Verbal communication

Education

High school diploma or equivalent

Tools

Microsoft Office

EMR systems

Job description

• Fairfax, Virginia
• Revenue Cycle
• Virginia Cancer Specialists
• 43862

Overview

Job Description

Are you looking for an exciting career and not just a job in the Medical field? Virginia Cancer Specialists, affiliated with McKesson Specialty Health and US Oncology, a leader in cancer care, is seeking an experienced full time Medical Appointment Scheduler to work at our Administrative Office in Fairfax, Virginia.

Whether you're exploring a future in medicine or seeking valuable medical office experience, this position provides an outstanding opportunity to learn, grow, and make a meaningful impact on patient care.

Join a compassionate team of healthcare professionals and gain hands‑on experience in a rewarding and fast‑paced environment.

GREAT BENEFITS INCLUDE: Medical, Dental, Vision, Paid Holidays, and 401(k).

SCOPE: Under direct supervision, is responsible for providing a full range of telephone switchboard duties, including triaging calls and relaying messages. Assists with clerical duties as required. Serves as a liaison between patients and medical staff. Supports and adheres to the US Oncology Compliance Program, to include the Code of Ethics and Business Standards.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answers all incoming calls; assesses callers’ needs and directs to appropriate personnel.
• Pages clinic personnel as appropriate.
• Obtains and communicates messages in an accurate and timely manner.
• Schedules new patients, patient referrals and returning patients in computer system in accordance with physician and/or office guidelines.
• For new and or referred patients, sets up in system with appropriate documentation and coding.
• Cancels/reschedules appointments according to physician schedule changes; notifies appropriate clinic personnel.
• Obtains and enters all insurance authorization, and correspondence relating to referrals in patients charts and/or electronic medical records (EMR).
• Maintains primary office scheduling template containing physician meetings, satellite schedule, rounding and call coverage.
• Arranges for patients to have financial counseling as needed.
• Demonstrates an understanding of patient confidentiality to protect the patient and clinic/practice.
• Follows policies and procedures to contribute to the efficiency of the front office.
• May schedule outpatient appointments/testing/surgeries and hospital admissions upon request.
• Obtains necessary pre-certification as required.
• May communicate to patient about surgeries or tests being scheduled and potential prep work needed, inquiring about test specifics from necessary parties and gathering patient information as needed
• May be responsible for follow up on all pre-operative tests to ensure cleared for surgical procedure and communicates with physician and patients if further testing is required before surgery is performed. May be responsible for scheduling post-operative follow up appointments with Physicians.
• Where applicable, basic understanding of medical terminology for tests and surgical procedures, including coding and ability to look up codes specific to diagnosis, surgery and scheduling procedure.
• Insurance verification

Qualifications

MINIMUM QUALIFICATIONS: High school diploma or equivalent required. Position is entry level and requires 0-3 years’ experience preferably in a medical office setting. Knowledge of medical terminology and coding a plus. Must have excellent communication skills, written and verbal. Proficiency in Microsoft Office (Outlook, Word, Excel) required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies. Occasionally lifting files or paper weighing up to 30 pounds. Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier and other office equipment. Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screens for prolonged periods of time.

COMPETENCIES

Uses Technical and Functional Experience: Possesses up to date knowledge of the profession and industry; is quick learner in the technical/functional area; accesses and uses other expert resources when appropriate Demonstrates Adaptability: Handles day to day work challenges confidently; is willing and able to adjust to multiple demands, shifting priorities, ambiguity and rapid change; shows resilience in the face of constraints, frustrations, or adversity; demonstrates flexibility. Uses Sound Judgment: Makes timely, cost effective and sound decisions; makes decisions under conditions of uncertainty Shows Work Commitment: Sets high standards of performance; pursues aggressive goals and works efficiently to achieve them. Commits to Quality: Emphasizes the need to deliver quality products and/or services; defines standards for quality and evaluated products, processes, and service against those standards; manages quality; improves efficiencies.

WORK ENVIRONMENT:

Call Center - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in an office environment. Involves contact with patients and public.

Join us at Virginia Cancer Specialists, where meeting and exceeding the needs of our patients is our primary goal!

The US Oncology Network is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.