Scheduling Coordinator

Tennessee Oncology; Nashville (TN); On-site; USD 22,000 - 30,000; Full time

Job summary

Tennessee Oncology is seeking a Scheduling Coordinator to manage complex patient appointment scheduling across clinics, including chemotherapy plans and radiology/procedures. The role requires coordinating between patients, physicians, and outside providers using the EHR system.

You will handle inquiries, reminders, and reports, ensure accurate tracking of visits, assist with pre-certification tasks, and travel between clinics as needed while upholding privacy and high-quality patient service.

Qualifications

• High school diploma or GED and professional office experience.
• Electronic medical scheduling and EMR experience preferred.
• Strong communication and customer service skills for fast-paced clinics.

Responsibilities

• Schedule complex patient appointments including chemotherapy plans and referrals.
• Coordinate with multiple parties and manage reports and tasks.
• Maintain accurate patient tracking in the EHR and assist with pre-certification.

Skills

Customer service

Communication

Organizational skills

MS Office

Fast-paced environment

Education

High school diploma or GED

Tools

EHR / EMR (Electronic Health Record)

Scheduling software

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/department
• Follows policy and procedures outlined by management to ensure standardization of processes across all clinics
• Conducts patient check-out workflow, following policy and procedures
• Follows complex scheduling guidelines and interprets orders and treatment plans into appropriately scheduled appointments
• Distributes appropriate documents to patients and provides scheduling and preparation details
• Properly tracks patients in EHR for next location and ensures patients are not missed
• Ensures canceled and missed appointments are followed up and properly documented
• Schedules 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 reports
• Performs tasks related to Governmental, Insurance and Quality Initiative Programs:
  • Ensures communication is distributed to patients regarding program details
  • Generates and distributes to external providers office a Clinical Summary from Electronic Health Record (EHR)
  • Communicates information regarding Patient Engagement Portal and assists with registration process
• Maintains communication with pre-certification team for urgent cases and denial/peer to peer requests
• Ensures proper billing document(s) is faxed with diagnostic order if patient is on study
• Follows standard operating procedure (SOP) for external follow ups
• Demonstrates excellent customer service. Responds promptly to patient, physician, manager, clinic, and other department requests
• Communicates to other staff members using Instant Messaging System
• Scans documents into Electronic Health Record when necessary
• Sends portal invites as needed
• Other duties as assigned
• Ability to travel/float to other clinics for business needs
• Maintain and ensure confidentiality of patient information
• Adheres to all Tennessee Oncology policies and procedures

Education and Experience

• High school graduate or equivalent with GED
• Electronic Medical Records experience strongly preferred
• 2 years of previous professional office experience with customer service experience required
• Experience with electronic medical scheduling preferred
• Knowledge of medical terminology preferred
• Strong computer skills including Windows file management and MS Office, and e-mail experience
• Good verbal, listening, and written communication skills
• Ability to work productively and effectively in a fast-paced environment
• Strong organizational skills and attention to detail
• Excellent customer service skills

Physical Requirements

• Able to travel to clinics when necessary
• Able to lift 25 pounds