Patient Administration Specialist II, Cancer Center: Patient Coordinator

1.0 FTE Full time Day - 08 Hour R2653847 Hybrid  Breast Oncology Blake Wilbur Administrative Support NEWARK, 7999 Gateway Blvd, California

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Day - 08 Hour (United States of America)

Cancer Center:
New Patient Coordinator

Patient Administration Specialist II

The primary responsibility of the Patient Administrative Specialist (PAS) is to handle new patient coordination, surgery scheduling, and other front office functions in the outpatient clinical setting. A Patient Administrative Specialist supports any and all administrative tasks related to the daily operations of the clinic. The career progression for a PAS consists of 4 levels, reflecting a clear set of skills, knowledge, and education and experience of each level.

Employees have the opportunity to move up the career ladder by demonstrating skills that meet business needs and the requirements at the higher level.

• Primary Function - Proficiency of level I skills and performs the following specialized functions
• Patient Interaction and Registration: Greeting and Assistance:
  Greet patients, complete registration check‑in & check‑out, verify insurance information, and assist with general questions about appointments, authorization, payments, billing, and schedules.
  Patient Escalations:
  Seek, identify, and resolve simple escalations, provide service recovery where appropriate, and escalates complex issues as defined by clinic pathways.
  Referral Management & Appointment Scheduling:
  Track and manage incoming referrals and schedule appointments for patients in a timely manner, adhering to scheduling instructions, referral guidelines, and insurance eligibility.
  Administrative Tasks and Documentation:
  Handle inbound and outbound patient calls, take and route messages, manage patient correspondence, and maintain faxes, mail, file documentation, and databases.
  Telephony and Electronic Records:
  Process forms and utilize phone and electronic medical records systems.
  Orientation:
  Welcome and orient new PAS staff members to best practices.
  Communication and Coordination:
  Maintain communication with PAS staff, medical center/clinic staff, physicians, and patients.
  Professional Communication:
  Maintain professional communication with PAS staff, medical center/clinic staff, physicians, and patients.
  Provider Coordination:
  Communicate scheduling preferences and urgent needs with providers.
• PLUS: Strong proficiency in at least one of the following specialized functions:
  Medication Prior Authorization
  Specialized Data Collection & Coordination
  Cross‑trained to support multiple providers, services, and/or departments
  Surgery/Procedure Scheduling
  New Patient Coordination

• High School Diploma or GED.

• At least one (1) year of related healthcare experience (including external experience) is required.

• Knowledge of Windows‑based office software, computers, and operating systems
• Basic knowledge of medical terminology
• Strong written and phone/verbal communication skills
• Phone skills, including familiarity with complex or multi‑line phone systems
• Strong time management and organizational skills
• Ability to solve problems and manage multiple priorities
• Actively listen to patients and colleagues
• Provide exceptional patient experience by empathizing with patients, demonstrating compassion and understanding while addressing their needs and concerns with sensitivity and professionalism
• Adjust communications to fit the needs and level of understanding of the receiver
• Exercise calmness in stressful situations
• Assist with welcoming & orienting new PAS staff members
• Demonstrate exemplary customer service and act as a liaison between the front and back office
• Ability to acquire and develop departmental expertise

• Frequent Sitting.
• Occasional Walking.
• Occasional Standing.
• Seldom Bending.
• Seldom Kneeling.
• Seldom Crawling.
• Occasional Pushing and Pulling.
• Occasional Reaching (above…