Clinical Scheduling Specialist II- Radiation Oncology

Clinical Scheduling Specialist II

The Clinical Scheduling Specialist II supports patient scheduling and care coordination within the Radiation Oncology Program under the direction of department leadership. This role is responsible for scheduling established patient appointments in accordance with departmental guidelines across multiple disease groups using EPIC and ARIA. The position also supports the collection of required medical records, including pathology, imaging, provider notes, treatment plans, and related reports needed for care review.

Additional responsibilities include coordinating specialty appointments, scheduling imaging orders, and monitoring order status and financial clearance. The specialist helps ensure required treatment consent forms are uploaded appropriately and assists with patient communication and referral coordination when care closer to home is needed. This role also provides administrative cross-coverage for the department, including front desk support as needed.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations.

We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Under the direction of the scheduling operations management team, provides appointment scheduling ranging in complexity from one physician appointment to multiple care provider appointments in accordance with department scheduling guidelines for existing patients.
• Obtains detailed clinical information face-to-face, by telephone or electronically.
• May provide basic information regarding the need for insurance referral(s).
• Provides general disease or program-specific information to callers/patients within the scope of knowledge and authority.
• Performs independent patient and outside provider call triaging and assists in directing patient flow.
• Serves as a liaison between patient/family/provider.
• Resolves issues directly or ensures appropriate management of call by others.
• Recognizes emergencies and appropriately responses using standard operating procedures and critical thinking skills.
• May be responsible for scheduling numerous complex research protocols, involving extensive interaction with those associated with in-house studies, grant-funded studies and industry-sponsored clinical trials.
• Carries out specific processes in the 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.
• Participates in training for new hires
• Prepares, open, and close provider schedules and handles daily schedule changes.
• Conduct slide submission as needed.
• Other duties and responsibilities as assigned.

In addition to those duties listed above; the following tasks are completed by this role:

• Possesses a level of independence requiring knowledge of multiple disease specific programs.
• Functions as a content expert/resource Ieader/champion in quality improvement/process improvement initiatives and projects.
• Oversees accurate completion of designated responsibilities and processes.
• Participates in committees, meetings and in…