Patient Access & Scheduling Coordinator

OneOncology; Monterey (CA); Hybrid; USD 32,000 - 40,000; Full time

Job summary

Pacific Cancer Care is seeking a friendly, detail‑oriented front desk administrator to greet patients, manage scheduling, verify insurance, and process payments. The role supports EMR workflows, referrals, and authorization tasks within a multidisciplinary oncology team.

The ideal candidate has strong communication, organization, and customer service skills. You'll contribute to a positive patient experience while maintaining HIPAA compliance, accuracy in records, and coordinated care across

Qualifications

• High school diploma or GED — Required
• Associate’s degree or MA certification — Preferred
• Minimum 1 year of experience in a healthcare front desk, scheduling, medical records, or administrative role — preferred
• Warm, professional, and patient‑centered customer service approach
• Excellent verbal and written communication skills
• Strong organizational, time‑management, and multitasking abilities
• Proficiency with Microsoft Office; comfort with learning new healthcare systems
• Knowledge of medical terminology and familiarity with insurance processes
• Experience with scheduling, referrals, authorizations, or medical records workflows
• Familiarity with oncology practice operations and EMR systems such as OncoEMR

Responsibilities

• Greet and assist patients and visitors with professionalism, courtesy, and friendliness
• Maintain accurate and up-to-date records within the EMR and process incoming documents
• Answer incoming calls, return messages, and route inquiries appropriately
• Support scheduling needs, medical record retrieval, and authorization workflows as needed
• Cross‑train and provide coverage across front office functions including scheduling, referrals, medical records, front desk, and imaging coordination
• Maintain HIPAA compliance and perform additional administrative tasks such as scanning, filing, printing, and supporting other departments
• New Patient / Referral Coordination: Process incoming and outgoing referrals, ensuring all required documentation is included
• Verify insurance benefits and obtain necessary authorizations for new patient appointments
• Prepare next‑day new patient visit lists and ensure demographic and insurance uploads are complete
• Review fax queues and upload new referrals and documentation in a timely manner
• Communicate with referring offices and new patients to address missing information and support onboarding
• Request, receive, and organize medical records from external providers
• Upload, index, and maintain accurate records within the EMR
• Fulfill internal and external records requests in compliance with regulatory requirements
• Prepare charts and ensure clinicians have the necessary documentation for upcoming visits
• Maintain logs, documentation standards, and confidentiality per HIPAA guidelines
• Welcome and check in patients while verifying insurance and demographic information
• Provide general support to patients and visitors to promote a positive experience
• Collect co‑pays, outstanding balances, and process payments at time of service
• Manage waiting room flow and communicate patient status updates to clinical teams
• Answer phones, assist patients with questions, and ensure forms and consents are completed and scanned
• Schedule a variety of appointments including office visits, labs, follow‑ups, treatments, and diagnostic imaging
• Verify orders, documentation, and authorizations prior to scheduling to ensure readiness for care
• Review daily schedules, ensure accuracy, and make adjustments in coordination with clinical teams
• Perform reminder calls, manage rescheduling needs, and provide preparation instructions to patients
• Communicate clearly with patients and departments to support smooth clinic flow and coordinated care

Skills

Excellent verbal and written comm.

Strong organizational multitasking

Proficiency with Microsoft Office

Education

High school diploma or GED

Associate’s degree or MA certification

Tools

OncoEMR

Job description

Pacific Cancer Care is seeking a friendly, detail‑oriented front desk administrator to greet patients, manage scheduling, verify insurance, and process payments. The role supports EMR workflows, referrals, and authorization tasks within a multidisciplinary oncology team.

The ideal candidate has strong communication, organization, and customer service skills. You'll contribute to a positive patient experience while maintaining HIPAA compliance, accuracy in records, and coordinated care across