Scheduling Specialist, Associate | Oncology

UPMC; Butler (Butler County); On-site; USD 36,000 - 56,000; Full time

Benefits offered by this job

Premier Benefits

Growth opportunities

Weekdays only

Job summary

UPMC Hillman Cancer Center in Butler, PA seeks a Scheduling Specialist, Associate to support a busy medical oncology office. You will coordinate chemotherapy, injections, labs, and related appointments, ensuring MD orders and authorizations are processed, while providing compassionate patient support.

You will communicate with patients and collaborate with clinicians, handling calls, registrations, and scheduling in a fast-paced, team-based environment.

Qualifications

• Clinical background in healthcare or related support roles.
• Scheduling experience in healthcare with ability to manage multiple priorities and high appointment volume.
• Excellent customer service and compassionate approach when working with patients and families.
• Excellent phone communication skills and professional handling of patient calls.
• Ability to work independently while collaborating with physicians, nurses and team members.
• Detail-oriented and organized to ensure scheduling accuracy and patient information.

Responsibilities

• Appointment Coordination: Schedule and manage chemotherapy, injections, lab, port flush, and related appointments with proper MD orders, referrals, and authorizations.
• Chart Preparation: Complete pre-treatment chart prep tasks, verify signed orders and treatment authorizations.
• Patient Follow-Up: Contact patients about missed or canceled appointments and reschedule in Epic.
• Care Liaison: Act as the contact between clinical staff, physicians, and financial coordinators for scheduling treatments and injections.
• Patient Communication: Handle all patient calls for treatment, injections, and labs scheduling or rescheduling.
• Front Office Support: Assist with phones, scheduling, chart prep, and coverage as needed; follow system-wide competencies.
• Advise and educate patients on scheduling resources, registration details, directions, and preparation for appointments.
• Attend Scheduling Services meetings, trainings and educational discussions as scheduled.
• Maintain confidentiality of employee and patient information at all times.
• Provide world-class patient experience focusing on service excellence and one contact resolution.

Skills

Clinical background

Scheduling experience

Customer service

Phone communication

Independent work

Detail oriented

Education

High School Diploma

Tools

Microsoft Office

Excel

Job description

UPMC Hillman Cancer Center is seeking a Scheduling Specialist, Associate to support our medical oncology office in Butler, PA. As a Scheduling Specialist, Associate, you'll be at the center of patient care, ensuring treatment schedules run smoothly and supporting patients throughout their cancer journey. The UPMC Hillman Cancer Center strives to deliver excellent patient-focused care.

What You'll Do:

• Coordinate and navigate complex treatment schedules for oncology patients.

• Communicate directly with patients and collaborate with clinical team members.

• Answer phone calls and manage scheduling in a fast-paced environment.

• Build meaningful relationships and provide comfort in a safe, supportive setting.

What We're Looking For:

• A candidate with a clinical background, such as a Medical Assistant, Patient Service Coordinator, or other healthcare-related experience.

• Previous scheduling experience in a healthcare setting, with the ability to manage multiple priorities and a high volume of appointments.

• Strong customer service skills and a compassionate approach when working with patients and families.

• Excellent phone communication skills and confidence handling patient calls in a professional and efficient manner.

• Ability to work independently while also collaborating effectively with physicians, nurses, and other team members.

• Detail-oriented and organized to ensure accuracy in scheduling and patient information.

Why Choose Us?

• Premier Benefits Package: Enjoy top-tier benefits that support your well-being.

• Endless Growth Opportunities: Advance your career with continuous learning and development.

• Work-Life Balance: Monday through Friday schedule with no evenings, weekends, or holidays!

Responsibilities:

• Appointment Coordination: Schedule and manage all chemotherapy, injection, lab, port flush, and related appointments. Ensure MD orders, referrals, and authorizations are secured and processed.

• Chart Preparation: Complete all pre-treatment chart prep tasks, including verifying signed orders and treatment authorizations.

• Patient Follow-Up: Contact patients regarding missed or canceled appointments, confirm rescheduling in Epic, and reconcile with hospital lists.

• Care Liaison: Serve as the point of contact between clinical staff, physicians, and financial coordinators for the scheduling of all treatments & injections.

• Patient Communication: Handle all patient calls related to treatment, injection, and lab scheduling or rescheduling.

• Front Office Support: Assist with phones, scheduling, chart preparation, coverage as needed. Performs in accordance with system-wide competencies/behaviors.

• Performs other duties as assigned.

• Act as an advocate for patients by providing guidance, interpretation, and education on scheduling, scheduling resources, registration (directions, parking information, and required preparation for appointment, etc.), and various patient related inquiries.

• Attend all Scheduling Services meetings, trainings and educational discussions as scheduled.

• Communicate with all managers, supervisors, and team leaders effectively, efficiently, and courteously.

• Conduct outbound service calls in accordance with departmental initiatives. Contact patients to discuss their post-discharge appointment requirements, including follow up and coordination of appointments for the patient.

• Drive First Call Resolution on every inquiry by completing all necessary outreach calls on behalf of the patient, including interacting with the office staff and department leaders as necessary to ensure the patient-centric experience.

• Maintain employee and patient confidentiality at all times.

• Provide a World Class patient experience, focusing on Service Excellence and one contact resolution with each and every patient interaction. Assist with the management of the Scheduling Center volume and performance by ensuring efficiency on inbound calls, outreach calls, cohesive written communication, and online interactions.

• Provide exemplary customer service by being proactive and responsive to all UPMC Scheduling Services patient and physician requests.

• Remain current on all departmental policies, procedures, plan benefit designs, and modifications.

• Research inquiries from UPMC Scheduling Services patients, physicians, and office staff, including follow-up, documenting actions required to close out the inquiry in accordance with quality guidelines, as applicable. This includes communicating the issue to the Supervisor and Scheduling Services Leadership.

• Review and update the patient's demographic and insurance information to ensure data integrity and revising existing information on patients. Follow up on any incomplete or inaccessible information to ensure complete patient records.

• Schedule patient appointments accurately and timely, with a dedication to patient satisfaction and first call resolution while utilizing department protocols to schedule appointments, ensuring the appropriate exam, physician, and timeslot are utilized. Adhere to Scheduling Services guidelines for obtaining patient information while conveying the proper exam instructions and information.

• Serve as a mentor to newly hired staff members, role modelling service excellence and a patient-centric experience.

• High School Graduate.

• Minimum of one year experience in a Customer Service and / or Call Center Environment Required.

• Service Excellence as a way of thinking and the attitude that is portrayed. Ability to help others embrace the spirit of service and provide a high level of service excellence.

• Proven success in finding innovative solutions to enhance the patient experience.

• Excellent organizational, interpersonal and communication skills, both written and oral. Strong ability to make independent decisions required.

• Proficient in Microsoft Office and Excel preferred.

• Strong problem-solving abilities necessary to evaluate and address patient / physician inquiries.

• Must have a desire to help others and portray empathy in all situations.

• Demonstrated flexibility and motivation to learn & grow in the role.

• Complete and thorough understanding of 'Excellence in Service' requirements. Licensure, Certifications, and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran