Scheduling Coordinator

Astera Cancer Care; Franklin (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

Tennessee Oncology seeks a Scheduling Coordinator to manage complex patient scheduling across clinics, including internal and external referrals and radiology. You will coordinate care with multi-disciplinary teams and ensure accurate EHR entries for each patient visit.

You will support check-out workflows, maintain timely communications with patients, and assist with securing appropriate pre-certifications and documentation, contributing to efficient clinic operations.

Qualifications

• High school graduate or GED.
• 2 years of professional office experience with customer service.
• EMR experience strongly preferred.
• Knowledge of medical terminology preferred.
• Strong computer skills with MS Office and email.

Responsibilities

• Answer phones, greet patients, and route messages to the correct department.
• Schedule complex appointments including referrals, radiology, and procedures.
• Enter and track patient data in the Electronic Health Record.
• Generate daily reports to identify unscheduled orders and follow up.

Skills

Customer service

EMR systems

Medical terminology

MS Office

Phone etiquette

Education

GED

Tools

EMR/EHR

Job description

Tennessee Oncology, one of the nation’s largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology’s mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege.Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.Job Description:The Scheduling Coordinator position is responsible for advanced level of scheduling of patient’s appointments, including internal and external. This includes items such as, but not limited to, complex chemotherapy treatments plans, as well as outside referrals and Radiology/Procedures. This position must coordinate the needs to multiple parties in order to continually improve scheduling and report efficiency. Assists with telephone coverage, works reports, responds to tasks, instant messages, emails, and portal requests.ESSENTIAL FUNCTIONS:Answers the telephones and greets patients in a courteous, efficient manner. Routes calls/messages to appropriate discipline/departmentFollows policy and procedures outlined by management to ensure standardization of processes across all clinicsConducts patient check-out workflow, following policy and proceduresFollows complex scheduling guidelines and interprets orders and treatment plans into appropriately scheduled appointmentsDistributes appropriate documents to patients and provides scheduling and preparation detailsProperly tracks patients in EHR for next location and ensures patients are not missedEnsures canceled and missed appointments are followed up and properly documentedSchedules patient appointments, including internal and external. To include but not limited to, anything scheduled in the clinic, inside referrals, outside referrals, radiology appointments, procedures, hospital admits, virtual tumor boards, etc.Runs and/or works daily reports to identify patients with unscheduled orders, such as the unscheduled report, radiology report, and the refer to internal and external reportsPerforms tasks related to Governmental, Insurance and Quality Initiative Programs:Ensures communication is distributed to patients regarding program detailsGenerates and distributes to external providers office a Clinical Summary from Electronic Health Record (EHR)Communicates information regarding Patient Engagement Portal and assists with registration processMaintains communication with pre-certification team for urgent cases and denial/peer to peer requestsEnsures proper billing document(s) is faxed with diagnostic order if patient is on studyFollows standard operating procedure (SOP) for external follow upsDemonstrates excellent customer service. Responds promptly to patient, physician, manager, clinic, and other department requestsCommunicates to other staff members using Instant Messaging SystemScans documents into Electronic Health Record when necessarySends portal invites as neededOther duties as assignedAbility to travel/float to other clinics for business needsMaintain and ensure confidentiality of patient informationAdheres to all Tennessee Oncology policies and proceduresEDUCATION AND EXPERIENCE: (Knowledge, Skills & Abilities)High school graduate or equivalent with GEDElectronic Medical Records experience strongly preferred2 years of previous professional office experience with customer service experience requiredExperience with electronic medical scheduling preferredKnowledge of medical terminology preferredStrong computer skills including Windows file management and MS Office, and e-mail experienceGood verbal, listening, and written communication skillsAbility to work productively and effectively in a fast-paced environmentStrong organizational skills and attention to detailExcellent customer service skillsPHYSICAL REQUIREMENTS:• Able to travel to clinics when necessary• Able to lift 25 pounds