Oncology Patient Services & Scheduling Specialist

American Oncology Management Company; Fredericksburg (VA); On-site; USD 25,000 - 41,000; Full time

Job summary

Hematology & Oncology Associates of Fredericksburg is seeking a Patient Services Specialist to provide front-end patient support, including intake, scheduling, medical records, and financial transactions, ensuring accurate documentation and outstanding service.

This role emphasizes MIPS data entry and back-up support to Couriers, with responsibilities across check-in, registration, scheduling, EMR documentation, and multi-site coverage to support physicians and patients.

Qualifications

• High School Diploma; Associates degree preferred.
• Minimum of one year experience in a healthcare setting; physician office experience preferred.
• Strong interpersonal and communication skills with diverse populations.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to manage competing priorities in a fast-paced, multi-site environment.

Responsibilities

• Greet patients and caregivers professionally to create a welcoming, supportive environment.
• Accurately check in patients according to clinic policy, verify identity per AON Patient I.D. standards, and document arrival status and location in the EMR.
• Verify, update, and maintain patient demographic information at required intervals.
• Collect, document, and post patient payments and co-pays; issue receipts and notify Financial Counselor when payment cannot be made.
• Ensure completion of required patient forms and medical history documentation.
• Respond promptly and courteously to inbound calls; route calls or document messages accurately within the EMR.
• Schedule and manage patient appointments, including new patients, follow-ups, treatments, referrals, outside testing, and hospital admissions per physician orders.
• Maintain physician schedules in alignment with preferences, capacity limits, and clinic policies; proactively resolve scheduling conflicts.
• Coordinate physician requests related to schedule changes, meetings, vacations, conferences, and drug representative visits.
• Assign new patients to appropriate clinicians per office guidelines and maintain accurate assignment records.
• Contact patients regarding missed appointments, document outreach efforts, and reschedule as appropriate.
• Accurately document and relay hospital consults, messages, and urgent information to physicians and designated care team members.
• Manage answering service activation/deactivation and retrieve messages in accordance with clinic hours and emergency call policies.
• Create, maintain, and update patient charts in the EMR and billing systems for new, follow-up, and hospital consult patients.
• Assemble and verify new patient and hospital follow-up records; obtain missing documentation from referring providers, facilities, or labs.
• Process, file, and distribute faxes, mail, courier deliveries, and electronic documents accurately and timely.
• Respond to medical record requests from patients, providers, and authorized third parties in accordance with policy and HIPAA requirements.
• Support legal and subpoena-related chart requests by coordinating with corporate and external vendors as required.
• Maintain EMR, fax servers, and document management systems with attention to accuracy, completeness, and proper categorization.
• Verify patient identifiers prior to filing records and resolve misfiled documentation promptly.
• Collect and post all forms of patient payments accurately; log transactions in required systems and reports.
• Prepare daily close documentation, deposits, and trial closes in accordance with AON and clinic protocols.
• Balance cash drawers and handle funds according to established procedures.
• Notify Financial Counselors of insurance changes, STAT scheduling needs, or hospital admissions impacting billing or collections.
• Distribute reports, schedules, and documentation to appropriate departments, including EDI and Business Office, per protocol.
• Comply with all federal, state, and local regulations related to patient care, privacy, billing, safety, and records retention.
• Adhere to all AON policies, procedures, IT standards, and disaster recovery requirements.
• Perform duties across Patient Services stations (Check-In, Check-Out, Medical Records, Fax Server) as trained and assigned.
• Provide coverage for absences, lunches, vacations, and staffing needs across locations.
• Assist with training and onboarding of new Patient Services staff.
• Maintain organized workspaces, safeguard equipment, and ensure confidentiality of patient and employee information.
• Support multi-site operations and work at alternate AON locations as business needs require.

Skills

Interpersonal skills

Customer service

Multitasking

Organizational skills

HIPAA awareness

Education

High School Diploma; Associates degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Hematology & Oncology Associates of Fredericksburg is seeking a Patient Services Specialist to provide front-end patient support, including intake, scheduling, medical records, and financial transactions, ensuring accurate documentation and outstanding service.

This role emphasizes MIPS data entry and back-up support to Couriers, with responsibilities across check-in, registration, scheduling, EMR documentation, and multi-site coverage to support physicians and patients.