Scheduling Specialist (Full Time)

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Cancer Center Scheduling Specialist

REPORTS TO POSITION: Cancer Center Operations Manager

DEPARTMENT: St. Charles Cancer Center

DATE LAST REVIEWED: February 2022

OUR VISION: Creating America’s healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: 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: The Cancer Center Scheduling Specialist at St. Charles Health System is responsible for scheduling appointments for medical oncology, radiation oncology, infusion procedures, office visits, referrals, and diagnostic exams. Additional duties may include any or all of the following: Patient registration, information retrieval, insurance authorizations, charge capture and other duties. The Scheduling Specialist must maintain excellent customer service relations with patients, hospital staff, office staff and physicians. This position does not directly supervise any other Caregivers.

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, infusion/chemotherapy services, radiation therapy services, medical oncology services, physician referrals, imaging studies, blood transfusions, 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 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: Minimum one (1) year experience in customer service work. Knowledge of medical terminology and procedures.

Preferred: One (1) year working in a physician’s office, medical clinic, or hospital setting. 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:

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