Scheduling Specialist, Associate | Oncology

UPMC; Butler (Butler County); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Premier benefits package

Growth opportunities

Work-life balance

Job summary

UPMC Hillman Cancer Center is seeking an Associate Scheduling Specialist to support our medical oncology office in Butler, PA. You will coordinate complex oncology schedules, communicate with patients, and support the clinical team to ensure smooth patient flow and timely treatment.

This role emphasizes patient-centered care and collaboration with physicians, nurses, and staff. The position offers a Monday–Friday schedule with dedicated time for patient interactions and a focus on first-call

Qualifications

• Clinical background in healthcare settings or related experience.
• Previous scheduling experience in healthcare with multi-priority management.
• Strong customer service and compassionate patient interaction.
• Excellent phone communication and professional handling of calls.

Responsibilities

• Coordinate and manage complex oncology treatment schedules.
• Communicate with patients and collaborate with clinical team members.
• Answer phones and manage scheduling in a fast-paced environment.
• Maintain accurate patient records and scheduling data in Epic.

Skills

Clinical background

Scheduling experience

Customer service

Phone communication

Independence

Detail-oriented

Team collaboration

Tools

Epic

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!

If you're ready to join a team of dedicated Life Changers and make a real difference in patient care while utilizing your clinical knowledge and patient-centered communication skills,

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.