Oncology Patient Coordinator

ONCOLOGY PATIENT COORDINATOR Medical Oncology & Radiation Oncology Divisions Department:
Medical Oncology / Radiation Oncology

Reports To:

Practice Administrator/ManagerFLSA Status:
Non-ExemptJOB SUMMARY The Oncology Patient Coordinator serves as a key point of contact for patients and supports the efficient day-to-day operation of the Medical Oncology and Radiation Oncology clinics. This position is responsible for patient registration and check-in, appointment scheduling, referral coordination, insurance verification, payment collection, telephone communication, and maintaining accurate patient information within the electronic health record and related systems, across both divisions.

The Patient Coordinator works closely with physicians, advanced practice providers, clinical staff, Billing, Authorization, and management in both the Medical Oncology and Radiation Oncology divisions to ensure patients receive timely, professional, and compassionate service throughout their care experience. Because this position supports oncology patients — who may be receiving concurrent or sequential treatment across both divisions — the Patient Coordinator must demonstrate empathy, attention to detail, urgency, professionalism, and sensitivity when interacting with patients and their families.

MAJOR JOB DUTIES AND RESPONSIBILITIES PATIENT REGISTRATION & CHECK-INGreet patients and provide courteous, professional, and compassionate front-office support.

Confirm the patient's full name and date of birth and verify current demographic information.

Verify current insurance coverage and ensure insurance information is attached to the appropriate appointment.

Complete the appropriate Phreesia workflow based on the patient's appointment type.

Ensure patient information is accurately reflected between Phreesia and Next Gen.

Review patient payment status and collect required payments and outstanding balances in accordance with established procedures.

Coordinate payment arrangements or contact Billing when additional assistance is required.

Notify the appropriate clinical staff when the patient has completed the check-in process and is ready to be seen.

APPOINTMENT SCHEDULING & SCHEDULE MANAGEMENT Review the daily clinic schedule and work upcoming schedules at least one business day in advance.

Identify missing insurance information, payment issues, open schedule gaps, new-patient scheduling needs, and other items requiring follow-up.

Schedule new and established patients according to provider and departmental scheduling guidelines, including coordination between Medical Oncology and Radiation Oncology appointments when a patient is receiving care from both divisions.

Add insurance information to each appointment and include the appropriate diagnosis and follow-up reason when required.

Proactively work available schedule gaps and fill openings when possible.

Document the reason for appointment changes and the patient's scheduling preferences.

When rescheduling a patient, cancel the original appointment and create a new appointment in accordance with established scheduling procedures.

Manage no-shows and same-day cancellations according to departmental procedures, including required alerts, documentation, and applicable fees.

Document situations in which a patient checks in but is not seen so that Billing is aware the visit did not occur.

Review the following day's schedule before leaving and resolve or communicate outstanding scheduling issues.

REFERRAL COORDINATION Review new patient referrals as they are received, including referrals between the Medical Oncology and Radiation Oncology divisions.

Contact newly referred patients by the next business day and no later than 24 hours after receipt of the referral.

Work to schedule new…