Scheduling Coordinator

Scheduling Coordinator

Responsible for advanced scheduling of patient appointments, both internal and external, and for coordinating complex chemotherapy plans, referrals, and radiology procedures. The role requires effective communication with patients, providers, and internal teams to improve scheduling efficiency and maintain accurate records.

• Answer phones and greet patients courteously.
• Route calls and messages to the appropriate department or discipline.
• Conduct patient check‑out workflow following clinic policies.
• Interpret treatment plans and complex scheduling guidelines to create accurate appointments.
• Distribute documents to patients and provide scheduling and preparation details.
• Track patients in the electronic health record (EHR) for next location and ensure no patients are missed.
• Follow up on canceled and missed appointments and document appropriately.
• Schedule internal and external appointments, including clinic visits, referrals, radiology, procedures, hospital admissions, and virtual tumor boards.
• Run and analyze daily reports to identify unscheduled orders and issues.
• Perform tasks related to governmental, insurance, and quality initiative programs.
• Generate and distribute Clinical Summaries from the EHR to external providers.
• Communicate Patient Engagement Portal information and assist with registration.
• Maintain communication with the pre‑certification team for urgent cases and denial/peer‑to‑peer requests.
• Ensure proper billing documents are faxed with diagnostic orders when the patient is enrolled in a study.
• Follow SOP for external follow‑ups.
• Provide excellent customer service and respond promptly to requests from patients, physicians, managers, and other departments.
• Communicate with staff via Instant Messaging System.
• Scan documents into the EHR when necessary.
• Send portal invites as needed.
• Perform other duties as assigned.
• Float to other clinics for business needs when required.
• Maintain and protect patient confidentiality.
• Adhere to all Tennessee Oncology policies and procedures.

• High school graduate or equivalent with GED.
• Experience with Electronic Medical Records preferred.
• At least 2 years of professional office experience with customer service skills.
• Experience with electronic medical scheduling preferred.
• Knowledge of medical terminology preferred.
• Strong computer skills including Windows file management and MS Office.
• Good verbal, listening, and written communication skills.
• Ability to work productively in a fast‑paced environment.
• Strong organizational skills and attention to detail.
• Excellent customer service skills.

• Ability to travel to clinics when necessary.
• Ability to lift up to 25 pounds.