Patient Care Coordinator- Rock Row

New England Cancer Specialists; Westbrook (ME); On-site; USD 18,000 - 30,000; Full time

Job summary

New England Cancer Specialists (NECS) is seeking a full-time Patient Care Coordinator (PCC) for our Westbrook office. The PCC schedules and coordinates all internal and external appointments and procedures, manages conflicts, and maintains physician schedules in EMR/Outlook.

Strong customer service, communication, and problem-solving skills are essential. Responsibilities include answering calls, triaging questions, entering non-clinical orders, training new staff, and supporting staff during

Qualifications

• High school diploma or GED required; Medical Assistant Certification preferred.
• Minimum one year clerical/Medical Secretary experience in healthcare, oncology preferred.
• Knowledge of medical terminology; familiarity with EMR systems.

Responsibilities

• Schedules appointments for patients by phone or in person following scheduling guidelines.
• Completes non-clinical orders in patient charts within required timelines.
• Maintains physician calendars in EMR, Outlook, and scheduling software.
• Answers calls, triages issues, and forwards to appropriate staff.
• Communicates instructions for upcoming appointments and procedures clearly.
• Returns calls by end of business day; supports team meetings and care planning.
• Assists training of new staff and provides peak-time support.
• Organizes mail/faxes and scans records into EMR; maintains professional demeanor.

Skills

Scheduling appointments

Customer service

Phone triage

Communication

Problem solving

Team collaboration

Education

High school diploma or GED

Medical Assistant Certification preferred

Tools

EMR systems

Outlook

Staff scheduling software

Job description

New England Cancer Specialists (NECS) is currently seeking a full time 40 hrPatient Care Coordinator (PCC), in our Westbrook office. The Patient Care Coordinator position is responsible for scheduling and coordinating all internal and external appointments and procedures for our patients. Manages and resolves appointment conflicts proactively. Completes all non-clinical orders within patient chart within necessary time frame. Maintains physician daily appointment schedules and calendars for assigned providers within EMR, Outlook and staff scheduling software. Answers multi-line phone: triage calls, resolves issues and answers questions, takes detailed messages, redirects callers if necessary, forwarding calls to appropriate persons. Maintain confidentiality, meet deadlines, and able to problem solve. Demonstrate superior customer service skills and the ability to be an effective team player.

NECS is a private medical practice composed of 18 oncologists and hematologists serving the region from five separate locations in Maine and New Hampshire. Our mission is to make life better for people with cancer and blood disorders. Kindness, compassion, and respect are part of everything that we do - from our phone operators to our physicians, every person on our team is important, and everyone makes a difference. We are proud to be the first Dana Farber Cancer Institute Affiliate practice in the country, striving to provide the highest quality care and unmatched, holistic support for every patient, every day.

The new Rock Row Campus represents a unique collaboration between New England Cancer Specialists (NECS) and our patients, thoughtfully designed to create a comfortable and inviting home for excellent oncology care in New England. This state-of-the-art facility brings together a comprehensive range of services under one roof, including surgery, medical oncology, radiation oncology, genetic counseling, survivorship programs, nutrition support, and behavioral health counseling. Every detail of the campus reflects a commitment to patient-centered care, ensuring that individuals and their families feel supported throughout their cancer journey in a warm and welcoming environment.

Yearly Salary $18-$30

Experience and Skills

ESSENTIAL FUNCTIONS

• Schedules appointments for patients either by phone when they call in or in person after an office visit, following all scheduling guidelines. Works within electronic medical record ensuring all appointments are scheduled to match physician/clinician availability with patient’s preferences in terms of date and time. Follows all urgent/emergency protocols.
• Completes all non-clinical orders entered in patient charts by providers, including but not limited to all appointment types, lab visits, molecular testing, imaging, outgoing referral, incoming referrals for returning patients, internal and external procedures, hospital admissions, tumor board submission, communication with outside offices and providers, and seeking and scanning medical records. Completes all orders with accuracy and within the necessary timeline.
• Communicates clearly and professionally to patients and staff. Accurately communicates all necessary instructions for upcoming appointments, scans or procedures to patients.
• Returns all phone calls by the end of same business day.
• Communicates consistently and frequently with provider lead team(s) any changes to or effecting patient care plan to ensure best possible care for every patient. Actively participates in weekly team meeting. Ensures provider's schedules are blocked for weekly team meeting.
• Uses manual/computerized system to match physician/clinician availability with patient’s preferences in terms of date and time.
• Maintains provider calendar, ensuring all changes are reflected in EMR clinic schedule.
• Assist in training new staff at the direction of the Lead PCC and Office Manager.
• Assists administrative /physician staff during peak times, vacations, and illnesses.
• Sorts and routes incoming mail and faxes. Scans records into EMR as needed.
• Successfully maintain a pleasant, professional demeanor under stressful conditions working with a wide range of patient personalities.

REQUIREMENTS

• High school diploma or GED required. Certificate of completion from an accredited program for Medical Assistant or Medical Secretary Certification preferred.
• Minimum one year prior clerical and/or Medical Secretary experience in a health care field, oncology experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge and application of medical terminology required. Previous experience with electronic medical record systems required.
• Exceptional customer service experience required.

Please note: New England Cancer Specialists engages in employer surveillance and electronic monitoring of employees through company-provided systems and devices (such as computers and phones) as permitted by Maine law. Per state law, applicants will be notified of these practices during the interview process. We are an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit, and business need without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

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Veteran

This employer may be a Government contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA), which requires Government contractors to take affirmative action to employ and advance in employment:

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• A veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs;
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