Radiation Oncology Services Representitive

WVU Medicine; Morgantown (WV); On-site; USD 36,000 - 48,000; Full time

Job summary

WVU Medicine is seeking a medical office scheduling coordinator to support physicians and the department across clinical, academic, and research activities. You will manage scheduling for imaging studies, procedures, and trials, ensuring smooth patient flow and accurate EPIC/ARIA documentation.

The role emphasizes effective communication, prioritization, and coordination with referring providers and hospital staff to minimize delays and improve patient experience.

Qualifications

• High school diploma and medical/technical certificate plus 1 year medical office experience.
• Alternate path with 2 years medical office or 18 months cancer service experience.
• Associates degree in business or healthcare field preferred.

Responsibilities

• Checks in and checks out patients per scheduling/registration guidelines and prioritizes by patient needs.
• Collects signatures on waivers for managed care at check-in.
• Updates patient demographics and enters into EPIC and ARIA EMRs.
• Coordinates schedules for patients undergoing Clinical Trials and diagnostic tests (MRI, CT, PET/CT, ultrasound).
• Interfaces with referring providers and staff to coordinate appointments and referrals.
• Reschedules appointments and notifies staff of changes as needed.
• Maintains patient education materials and supports department in patient-centered care.

Skills

Scheduling coordination

Communication

Multitasking

Education

High school diploma or equivalent + Medical/technical certificate

High school diploma or equivalent + 2 years medical office experience or 18 months cancer services

Associates Degree in business or healthcare

Job description

This position performs a variety of office duties in support of the physicians and the department in its clinical, academic, and research activities. Provides operational support to ensure the smooth flow of the department through excellent communications and schedule coordination. This position schedules imaging studies as well as special procedures in conjunction with neurology and OR.

Minimum Qualifications

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• High school diploma or equivalent AND Medical/technical certificate (ie. Medical Assisting, Medical Administration, or Business Administration) AND One (1) year of medical office setting experience;
• high school diploma or equivalent AND two (2) years of medical office experience or 18 months of medical office experience directly related to cancer services;
• Associates Degree in business or healthcare related field.

Preferred Qualifications

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• Completion of Medical terminology class.
• Bachelor's degree preferred.

Experience

• Experience in a medical office setting preferred.
• Experience with imaging exams, OR procedures, and diagnoses.

CORE DUTIES AND RESPONSIBILITIES:

• Checks in and Checks out patients in accordance with Scheduling/Registration guidelines and with the ability to prioritize according to the patient’s needs.
• Collects all signatures on waivers for managed care at the point of check in.
• Obtains and verifies patient guarantor information a minimum of once a year to ensure that the patient record is up-to-date.
• Updates patient demographics and accurately enters into EPIC and Radiation Oncology EMR (ARIA).
• Coordinates schedules for patients undergoing Clinical Trials.
• Accepts scheduling calls from referring physician offices and patients. Interfaces and develops relationships with referring providers and their staff.
• Schedules patients for outpatient diagnostic testing including MRI, CT, PET/CT, ultrasound, etc.
• Coordinates diagnostic tests with other patient appointments in order to reduce patient travel and inconvenience.
• Answers, screens and directs incoming calls to appropriate personnel relaying messages between patients and clinical staff. Pages clinic personnel as appropriate.
• Registers and schedules patients based on the scheduling guidelines and medical appropriateness with the appropriate provider (ie. Breast, Head and Neck, GI, Lung, etc.).
• Schedules emergency/urgent patient referrals at the time of the provider’s request.
• Seeks positive solutions to the challenges of working in a high stress environment through respectful communication and active problem solving along with processing a high volume of patients.
• Notifies department of delays in treatment times, keeping all clinical staff and patients informed of unscheduled down time.
• Coordinates patient appointments with other physician specialists.
• Contacts patients and informs them of their referral information, including date/time, specialist or facility name/address/phone number and any instructions they may need to know prior to the appointment.
• Schedules returning appointments in accordance with physician and/or department guidelines;
• Coordinates returning appointments with other appointments the patient may have.
• Updates EMR by scanning reports, consents, etc. into patient record. Requests patient records from non-WVU Medicine institutions and scan records into ARIA for physician review.
• Schedules special procedures in conjunction with Neurosurgery, OR, and Multi-Disciplinary Clinics (MDC).
• Re-schedules patient appointments at the request of the patient or due to changes in the physician’s schedule. Notifies clinic staff of appointment changes.
• Identifies and communicates need for scheduling modifications and development.
• Assures upon check out all follow up appointments & testing are coordinated with the patient.
• Notifies appropriate personnel of any scheduling change due to patient cancellation in a timely fashion.
• Receives and responds to patient and staff needs and complaints appropriately within the realm of the “patient care” environment, involving department supervisors and patient representatives as needed.
• Participates in on-going education activities to develop, maintain and enhance professional expertise as monitored by supervision.
• Completes work queues as needed in a timely fashion along with daily tasks according to the scheduling area working in.
• Participates in performance improvement by following established work systems, identifying deviations or deficiencies in standards/systems/processes and communicates problems to manager.
• Complies with Notices of Privacy Practices and the Patient’s Rights and Responsibilities and cooperate with the WVUH Corporate Compliance Program during employment.
• Monitors and maintains patient education materials, to include patient engagement activities such as fundraisers and events.
• Arranges transportation for patients as needed.

PHYSICAL REQUIREMENTS:

• Ability to sit for extended periods of time.
• Hearing (aid permitted)-must be able to function without use of lip reading.
• Visual acuity (corrected)- keen for both distant and near objects/individuals (i.e. ability to read small print)
• Frequently required to use a computer keyboard.

WORKING ENVIRONMENT:

• Works closely with others.
• Normal office setting