Scheduling Coordinator - Radiation Oncology - Full Time 8 Hour Days (Non-Exempt) (Non-Union)

The Scheduling Coordinator schedules patient appointment/follow ups and/or surgeries as appropriate in the assigned unit/clinic. Obtains authorizations and pre-authorization for services to be rendered. Schedules ancillary appointments as necessary for patients. Ensures patient charts are prepared prior to appointments/follow up and/or surgery including x-rays and pertinent lab work. Makes arrangements for any special equipment as needed. Reviews and codes charge slips for patient care services and/or surgical services rendered. Maintains files and records, including supporting documentation for insurance claims. Maintains master appointment/surgery calendar for physician(s). Oversees equipment and office supply inventory. Reads all incoming mail, prioritizing and distributing as appropriate. The Scheduling Coordinator acts as a liaison with other departments and physician office staff and arranges for all necessary support services and equipment needed for a case.


The scheduling coordinator is responsible for scheduling patient appointments for the Radiation Oncology Department. He/she is also responsible for communicating information to other co-workers, utilizing the computer system to access and enter patient data, and providing scheduling functions for the department and to support the outside clinics if needed. To assist in the copying, distributing and scanning the doctor's orders for Radiation Oncology Treatment. The Scheduling Coordinator will work closely with the Office Coordinator for any issues or help needed. The scheduling coordinator reports to the office Manager.

Essential Duties:

• Demonstrates complete working knowledge equipment and computer software necessary for scheduling studies.
• Confirms patient identification by using facility-specified identifiers (name and birth date)
• Welcomes patients and visitors by greeting them in person or on the telephone, Ensures that all patients visiting the department are given courteous attention to their needs and that they are made comfortable when waiting.
• Reviews patient questionnaire, doctor’s order and requisition for physician notes and/or special instructions, reviews with Radiation Onc ologist and Therapist if necessary, to assure safety and appropriateness.
• Records pertinent patient information along with updating personal and financial patient information and competes all paperwork as required and assists in scanning, treatment information and retrieving patient records timely and accurately. Helps in the process of inputting daily charges.
• Willingly performs other related duties outside immediate work area as assigned or required (i.e., burning CD’s, Scanning. translating at times for Spanish speaking patients).
• Maintains Radiation Oncology front office neat and orderly, Maintains office inventory and equipment by checking stoc k to determine inventory level, anticipating needed supplies: verifying receipt, supplies, scheduling equipment service and repairs.
• Recognizes emergency situations, indicate code and properly administer aid as needed.
• Prepares patients consult information for the Radiation Oncologist in a timely manner.
• Optimizes patients’ satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone.
• Keeps patient appointments on schedule by notifying provider of patient’s arrival, reviewing service deliver compared to schedule, reminding provider of service delays.
• Comforts patients by anticipating patients’ anxieties, answering patients’ questions, maintaining the reception area.
• Protects patients’ rights by maintaining confidentiality of personal and financial information.
• Maintains operations by following policies and procedures: contributes to team efforts as needed. Supports and participates in activities that foster customer service. Communicates and follows the organizational chain of command for notification of general/patient service issues.
• Has a thorough understanding of and expertise in the use of computer system, i.e. Cerner, GECB, Outlook schedules all appointments timely and without error, ensures task are done in Aria.
• Communicates with authorization department of any add on via email and is marked as urgent for anything 5 business days or less.
• Routes all calls/requests to appropriate personnel, identifies on phone reason for transfer and assures connection is made.
• Attendance Punctuality - Employee does not abuse or take advantage of sick time or personal days off. Provides proper notification and advance notice for absence. Leave of absence is excluded from this standard. Employee is consistently on time and ready to work at the start of the shift. Employee manages time to take breaks and meal periods, returns from breaks in a timely manner and avoids leaving early.
• Ensures meal periods, if applicable, are taken per departmental standards and company policy.
• Compliance with appropriate regulatory standards.
• Use of standard precautions in all patient contact and adherence to infection control measures/practices throughout hospital and in assigned duties.
• Reporting and responding to facility emergencies such as fire, disruption in utilities and hazardous material spills.
• Appropriate use of Personal Protective Equipment (PPE) to the task performed.
• Reports work hazards to his/her supervisor, takes immediate measures to remedy the hazard, and follows through until resolved.
• Demonstrates organizational skills in the form of prioritization and time management.
• Helps others to accept changes in a positive way.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent

• Req 3 years Previous experience as a scheduler.
• Req Previous experience with computer systems

• Req Demonstrates excellent verbal and written communication skills.
• Req Knowledge of medical terminology.

Preferred Qualifications:

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)

The hourly rate range for this position is $22.00 - $34.18. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.