Patient Coordinator

The Patient Coordinator, Oncology is the first contact with the new patient and the first introduction to the practice; as such, requires good interpersonal skills, a calm communication style, friendly responsiveness and efficient management of the patient encounter.

The Patient Coordinator is responsible for performing a variety of tasks to include front office administrative duties, greeting of patients, scheduling and navigation of patient care.

Schedules consult appointments for patients by answering phone calls, managing radiation oncology referral request, Epic referral work queue and / or receiving faxes.

This role requires accurate entry of patient information into scheduling system, collecting initial clinical data, demographic and insurance information, obtains and keeps track of all pertinent paperwork at time of scheduling as well as when patient arrives for treatment.

Specific duties include, but are not limited to :

Manage all incoming referrals to department via phone, email, or fax. Schedule consult and appointment placeholders for CT simulation and new start treatment appointments.

Place subsequent treatment holds on schedule. Guide patient through the appointment process, including expectations of the first appointment.

Greets patients as they arrive for their consults and register them, obtain photo ID, obtains necessary on-site paperwork such as insurance cards, screening forms, and consent forms.

Coordinate / obtain clinical documentation prior to the first visit, including medical records and pathology slide review.

Identify self-pay or high risk financial patients; coordinate financial counseling as necessary, notify billing team of potential issues.

Work with billing department to ensure financial clearance for sim appointments.

Consult with clinical staff as appropriate to determine urgency of first appointment when necessary.

Add referrals to referral tracking form, send appropriate end of day and weekly referral emails.

Obtain radiology imaging. Upload imaging CD’s.

Manage and schedule nutrition and social work, work queues.

Assist with the SPRO program, schedule meetings, take minutes, enter patient information on SPRO database.

Position Requirements :

High School Diploma or equivalent experience required

CPR Certification required.

Experience in scheduling appointments doctor's office.

Familiar with medical terminology, exams and diagnoses.

Excellent customer service and communication skills, both written and verbal

Self-starter with strong team player and leadership abilities.

Strong problem solving skills

Ability to prioritize and meet pre-determined deadlines

Flexible hours required

Travel may be required

Preferred :

Associate's Degree preferred.

One to three years’ scheduling in Radiation Oncology Department Scheduling.

Physical Requirements :

Standard work environment. The employee may be exposed to blood / body fluids and infectious disease. environmental hazards such as exposure to noise, and travel.

More than 50% of the time :

Sit, stand, walk.

Repetitive movement of hands, arms and legs.

See, speak and hear to be able to communicate with patients.

Less than 50% of the time :

Stoop, kneel or crawl.

Climb and balance.

Carry and lift (ability to move non-ambulatory patients from a sitting or lying position for transfer or to exam).