New Patient Intake Coordinator

NYOH New York Oncology Hematology, PC; Town of Clifton Park (NY); On-site; USD 26,000 - 33,000; Full time

Job summary

New York Oncology Hematology (NYOH) in Clifton Park, NY is seeking a New Patient Coordinator to manage scheduling for new patient consults and labs, handle incoming calls, and coordinate with providers. You will obtain medical records, relay messages, and support financial counseling as needed.

The role requires accurate data entry, strong communication, confidentiality, and the ability to navigate scheduling systems.

Qualifications

• High school diploma or equivalent required.
• Knowledge of medical terminology and work in an office setting is preferred.
• Excellent communication skills, written and verbal.

Responsibilities

• Schedule new patient consults and labs.
• Answer incoming calls and direct to appropriate staff.
• Obtain medical records and referrals for new patients.
• Relabel and prioritize incoming faxes and documents.
• Maintain and update the new patient referral tracker.
• Coordinate with providers to schedule consults and tests.

Skills

Excellent communication

Written communication

Verbal communication

Medical terminology

Office experience

Education

High school diploma or equivalent

Tools

MachForm

Job description

Why Join Us?

Be part of a practice at the forefront of cutting-edge cancer care and advanced treatments Access opportunities for professional growth and continuing education. Work alongside a collaborative and compassionate team of experts dedicated to making a difference. Enjoy the convenience of multiple locations throughout the Capital Region. Contribute to groundbreaking clinical trials that shape the future of oncology care. Discover your career potential with a practice dedicated to excellence and innovation.

Job Description

Pay Range: $19 - $24 per hour

SCOPE

Under minimal supervision, is responsible for scheduling new patient consult appointments, genetic consult appointments, new to office appointments, labs, and obtaining appropriate medical records in an efficient and timely manner. Answers all incoming calls and directs calls to appropriate personnel if needed. Serves as a liaison between patient and medical staff. May be designated as lead, with responsibilities including orientation, training, and assignment of work to lower-level employees. Supports and adheres to the New York Oncology Hematology Compliance Program, to include the Code of Ethics and Business Standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Answers all incoming calls; assesses callers’ needs and directs to appropriate personnel if needed.

Obtains and communicates messages in an accurate and timely manner.

Utilizes a right fax to obtain new patient referrals and medical records for new patients.

Relabels faxes appropriately and addresses each in order based on priority.

Utilizes and navigates MachForm on-line new appointment requests from both prospective patients as well as referring physicians.

Creates a new account and inputs all correct and appropriate patient demographics, insurance information, PCP, and referring provider.

Schedules/cancels/reschedules new patients in the correct computer system in accordance with physician and/or office guidelines.

Responsible for updating the new patient referral tracker.

Understands providers schedules/templates and schedules appropriately in designated consult slots.

Obtains all necessary and appropriate medical records for new patients, ensures documents saved become attached in the correct accounts, and documents all communication between the patient and/or record requests within the chart via scheduling notes.

Ability to reach out to providers via chart message/email/phone to discuss records and diagnoses to ensure appropriate and adequate scheduling.

Ability to report to sites to meet with providers to discuss availability for consult appointments if needed.

Mails all appropriate new patient paperwork, welcome letter, and site directions to all patients verified mailing address.

Initiates a conversation between the patient and a Patient Benefit Representative for financial counseling/insurance questions if requested.

Demonstrates an understanding of patient confidentiality to protect the patient and clinic/practice.

Follows policies and procedures to contribute to the efficiency of the role as a New Patient Coordinator.

May provide guidance and assistance with the direction of daily work to junior level staff.

May communicate to patients regarding surgeries, tests, and images.

May inquire about specific dates and providers performing surgeries and tests to ensure all appropriate records are obtained prior to their consultation.

Where applicable, basic understanding of medical terminology for tests and surgical procedures, including coding and ability to look up codes to understand specific diagnoses and scheduling accordingly.

MINIMUM QUALIFICATIONS

High school diploma or equivalent required.Knowledge of medical terminology and work in an office setting is preferred. Must have excellent communication skills, written and verbal.

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, postage meter, telephone, copier/fax machine, and other such 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 regarded as expert 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 and openness to change. 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

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.

Build a Career That Makes a Difference

At New York Oncology Hematology (NYOH), we’re more than just the Capital Region’s leader in cancer care and blood disorders—we’re a team of passionate professionals united by a shared mission: to provide compassionate, cutting-edge care to thousands of patients each year. With six state-of-the-art cancer centers across Albany, Amsterdam, Clifton Park, Hudson, and Troy—and a dedicated women’s imaging center, Akira Medical Imaging + Wellness—we bring advanced treatment close to home. Our team includes 35 board-certified physicians and more than 300 cancer care specialists, all working together across medical oncology, radiation oncology, hematology and gynecologic oncology and surgery. At NYOH, we are committed to delivering excellent health care to help our patients continue to tell their story. If you’re looking for more than just a job—if you want a career with purpose—join us and be part of a community that’s changing lives and shaping the future of cancer care.