Medical Appointment Scheduler

Overview

Virginia Cancer Specialists, affiliated with McKesson Specialty Health and US Oncology, is seeking an experienced full‑time Medical Appointment Scheduler based at our Administrative Office in Fairfax.

Benefits include Medical, Dental, Vision, Paid Holidays, and a 401(k).

Under direct supervision, the Scheduler provides a full range of telephone switchboard duties including triaging calls, relaying messages, and assisting with clerical duties. The Scheduler serves as a liaison between patients and medical staff and supports compliance with the US Oncology Compliance Program.

• Answer all incoming calls; assess callers’ needs and direct to appropriate personnel.
• Page clinic personnel as appropriate.
• Obtain and communicate messages accurately and in a timely manner.
• Schedule new patients, referrals, and returning patients in the computer system in accordance with physician and office guidelines.
• Set up new or referred patients in the system with appropriate documentation and coding.
• Cancel/reschedule appointments according to physician schedule changes and notify appropriate clinic personnel.
• Obtain and enter all insurance authorizations and referral correspondence in patient charts or electronic medical records (EMR).
• Maintain the primary office scheduling template containing physician meetings, satellite schedule, rounding, and call coverage.
• Arrange financial counseling for patients as needed.
• Demonstrate an understanding of patient confidentiality and protect the patient and clinic/practice.
• Follow policies and procedures to improve front‑office efficiency.
• Schedule outpatient appointments, testing, surgeries, and hospital admissions upon request.
• Obtain necessary pre‑certification as required.
• Communicate to patients about surgeries or tests, potential prep work, and gather necessary information.
• Follow up on all pre‑operative tests to ensure clearance for surgical procedures and communicate with physicians and patients if further testing is required. Schedule post‑operative follow‑up appointments with physicians.
• Understand basic medical terminology for tests and surgical procedures, including coding and code lookup.
• Verify insurance.

High school diploma or equivalent required. Entry‑level position with 0–3 years of experience in a medical office preferred. Knowledge of medical terminology and coding is a plus. Excellent written and verbal communication skills and proficiency in Microsoft Office (Outlook, Word, Excel) are required.

Work may require sitting for long periods, stooping, bending, and stretching for files and supplies. Occasionally lift files or paper weighing up to 30 pounds. Requires manual dexterity for keyboard, calculator, telephone, copier, and other office equipment. Vision must be correctable to 20/20 and hearing must be normal for telephone contacts. Requires extended computer screen use for typing and viewing.

• Technical and functional knowledge of the profession and industry; quick learner.
• Adaptability – handles day‑to‑day work challenges confidently and is willing to adjust to multiple demands.
• Sound judgment – makes timely, cost‑effective decisions under uncertainty.
• Work commitment – sets high performance standards and pursues aggressive goals efficiently.
• Commitment to quality – defines, manages, and improves quality standards.

Call center office environment involving contact with patients and the public.

Entry level

Full‑time

Other

Hospitals and Health Care

The US Oncology Network is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.