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Cancer Center Scheduling Specialist

In this vital role, you'll be at the heart of patient carecoordinating treatment schedules with precision, while supporting a collaborative and mission-driven clinical environment. At the core of our practice is teamwork. You'll work closely with radiation oncologists, nurses, therapists, physicists, and administrative staff to ensure seamless scheduling that prioritizes patient care and comfort. Your role is more than logisticsit's about connection, communication, and contributing to a greater purpose.

The Cancer Center at St. Charles Health System is a comprehensive cancer center that provides holistic care to our patients. The cancer center provides chemotherapy, medical oncology, infusion services, radiation therapy, integrative medicine, nutrition, social work, survivorship and other supportive care treatments.

All of our staff support our patients in the various stages of their treatments.

Position Overview :

• Coordinate and manage daily department schedules for five radiation oncologists and four physical therapists with efficiency and empathy
• Collaborate with multidisciplinary team members to ensure accurate and timely appointment setting
• Serve as a key point of contact for patients, providing clarity and support during a critical time in their care journey
• Support the overall flow of the radiation oncology department through proactive problem-solving and communication
• Work in a fast-paced, patient-centered environment where your organizational skills make a real impact

Essential Functions and Duties :

Schedules inpatient / outpatient procedures and appointments as ordered by the patient's physician or authorized designee. Schedules multiple appointment types including : New patient visits, radiation therapy services, physician referrals, imaging studies, and other procedures. Coordinates patient care with outside facilities.

Demonstrates excellent customer service skills and handles high volume of calls.

Understands medical terminology and procedures.

Responsible for communicating pertinent information related to procedures. Accurately process written orders, enters appointments into scheduling system. Prioritizes work to ensure all details are addressed and proper documentation is input into system.

Responsible for accurate patient registration. Pre-registers the patient in the registration system, collects patient demographics, insurance information and collects required co-pay / deposits. Processes payment accurately, and completes daily deposits. Understands how to perform RTE (real time eligibility) for insurance benefits. Assists with prior authorization when needed.

Retrieves and scans patient records and forms into appropriate EMR systems.

Prepares physician reports and correspondence.

Responsible for accurate charge entry and performs review of charges.

May be required to cover responsibilities in Bend and Redmond sites.

Assists with special projects as needed.

Supports the vision, mission and values of the organization in all respects.

Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization's corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

May perform additional duties of similar complexity within the organization, as required or assigned.

Education :

Required : High school diploma or GED.

Preferred : Associates degree or higher.

Licensure / Certification / Registration :

Required : N / A

Preferred : N / A

Experience :

Required : One year working in a physician's office, medical clinic, or hospital setting. Experience in customer service and dealing with physician office staff / general public. Knowledge of medical terminology and procedures.

Preferred : Experience in scheduling and registration. Oncology / medical office practice experience.

Personal Protective Equipment :

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

Additional Position Information :

Must have excellent communication skills and ability to interact with a diverse population and professionally represent St. Charles Health System.

Ability to multi-task and work independently in a high pace office environment.

Ability to effectively interact and communicate with all levels within St. Charles Health System and external customers / clients / potential employees.

Attention to detail.

Demonstrated ability and experience in computer applications, use of electronic medical record keeping systems and MS Office.

Demonstrates proper phone etiquette.

Uses active listening skills.

Prioritizes workload to assure timely completion of tasks.

Physical Requirements :

Continually (75% or more) : Use of clear and audible speaking voice and the ability to hear normal speech level.

Frequently (50%) : Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.

Occasionally (25%) : Bending, climbing stairs, reaching overhead, carrying / pushing or pulling 1-10 pounds, grasping / squeezing.

Rarely (10%) : Stooping / kneeling / crouching, lifting, carrying, pushing or pulling 11-25 pounds, operation of a motor vehicle.

Never (0%) : Climbing ladder / step-stool, lifting / carrying / pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Exposure to Elemental Factors :

Never (0%) : Heat, cold, wet / slippery area, noise, dust, vibration, chemical solution, uneven surface.

Blood-Borne Pathogen (BBP) Exposure Category :

No Risk for Exposure to BBP

Schedule Weekly Hours : 40

Caregiver Type : Regular

Shift : First Shift (United States of America)

Is Exempt Position? No

Job Family : SCHEDULER

Scheduled Days of the Week : Monday-Friday

Shift Start & End Time : 8 : 00am to 4 : 30pm