Clinical Scheduling Specialist I

About the Role

The Clinical Scheduling Specialist I supports patient scheduling and care coordination within the Radiation Oncology Program under the direction of department leadership.

Key Responsibilities

• Schedule established patient appointments in accordance with departmental guidelines across multiple disease groups using EPIC and ARIA.
• Support the collection of required medical records, including pathology, imaging, provider notes, treatment plans, and related reports needed for care review.
• Coordinate specialty appointments and schedule imaging orders.
• Monitor order status and financial clearance.
• Ensure required treatment consent forms are uploaded appropriately.
• Assist with patient communication and referral coordination when care closer to home is needed.
• Provide administrative cross-coverage for the department, including front desk support as needed.
• Provide appointment scheduling ranging in complexity from one physician appointment to multiple care provider appointments for existing patients.
• Obtain detailed clinical information face-to-face, by telephone, or electronically.
• May provide basic information regarding the need for insurance referral(s).
• Provide general disease or program-specific information to callers/patients within the scope of knowledge and authority.
• Perform independent patient and outside provider call triaging and assist in directing patient flow.
• Serve as a liaison between patient/family/provider.
• Resolve issues directly or ensure appropriate management of calls by others.
• Recognize emergencies and respond appropriately using standard operating procedures and critical thinking skills.
• May be responsible for scheduling complex research protocols, involving extensive interaction with those associated with in-house studies, grant-funded studies, and industry-sponsored clinical trials.
• Carry out specific processes in patient scheduling systems so that correct special billing and revenue processes function properly.
• Requires clinical, operational, and regulatory knowledge of the standard of care or clinical trial protocol for the patient population coordinated.
• Participate in training for new hires.
• Prepare, open, and close provider schedules and handle daily schedule changes.
• Submit slides as needed.

Requirements & Tech Stack

• EPIC
• ARIA

Qualifications

• Ability to multi-task and function as an integral member of the team.
• Excellent verbal and written communication skills.
• Excellent computer, customer service, problem-solving, and organizational skills.
• Bachelor’s Degree in health administration or related field is strongly preferred.
• Up to 1 year of related health care and/or customer service experience.