Scheduler - Plano West

Overview

Scheduler position at Texas Oncology’s Plano West clinic.

Full‑time, Monday‑Friday 8:30 am–5:00 pm, with no weekends, on‑call, or major holidays. The role can be Level 1, 2, or Senior depending on experience.

• Answer all incoming calls, assess callers’ needs, direct calls to the appropriate personnel, and page clinic staff as needed. Obtain and disseminate messages accurately and promptly.
• Schedule new patients, referrals, and returning appointments in the computer system according to physician or office guidelines. Create patient records with appropriate documentation and coding for new or referred patients.
• Cancel or reschedule appointments according to physician schedule changes and notify relevant clinic personnel.
• Enter insurance authorizations and referral correspondence into patient charts or electronic medical record (EMR). Collect co‑pays, deductibles, and other out‑of‑pocket amounts at the time of visit.
• Maintain the primary office scheduling template, including physician meetings, satellite schedules, rounding, and call coverage.
• Arrange financial counseling for patients as needed.
• Safeguard patient confidentiality in all interactions and documentation.
• Adhere to policies and procedures to enhance front‑office efficiency. Cover other front‑office functions as requested.
• Prepare correspondence, memos, forms, and typing assignments for supervisors.
• Schedule outpatient appointments, tests, and surgeries, and hospital admissions when requested. Obtain required pre‑certifications.
• Communicate with patients regarding surgeries or tests, including preparation requirements, and collect pertinent patient information.
• Follow up on pre‑operative tests to ensure clearance for surgery, and inform physicians and patients of any additional testing needed.
• Schedule post‑operative follow‑up appointments with physicians.
• Demonstrate a basic understanding of medical terminology for tests and surgical procedures, coding, and lookup of specific diagnosis or procedure codes.

• Level 1 – High school diploma or equivalent; 0–3 years’ experience preferred in a medical office setting; knowledge of medical terminology and scheduling or authorization preferred; excellent verbal and written communication; proficiency in Microsoft Office (Outlook, Word, Excel).
• Level 2 – Minimum of three years of office experience, preferably in a medical office; all Level 1 requirements apply.
• Level Senior – Minimum of five years of office experience, preferably in a medical office; knowledge of medical terminology and coding required; all Level 1 and Level 2 requirements apply.

Work may require prolonged sitting and use of a keyboard, calculator, telephone, and copier. Occasional lifting of files or paper up to 30 pounds. Vision must be correctable to 20/20 and hearing normal for telephone use. Ability to view and type on computer screens for extended periods is required.

Office setting with contact to patients and the public.