Scheduling Coordinator

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: (Knowledge, Skills & Abilities)

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