Medical Assistant Scheduler, General Surgery

Tennessee Oncology, one of the nation’s largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology’s mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege.

Why Join Us? We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

Job Description

The Medical Assistant Scheduler will support a multidisciplinary surgical team specializing in surgical oncology care. This role requires strong clinical, administrative, and communication skills to ensure seamless coordination of patient care across multiple specialties.

ESSENTIAL FUNCTIONS

• Assist with in-office oncology-related procedures as directed by providers, including wound care, drain management, dressing changes, and port care/flushing.
• Provide clear and compassionate pre-operative and post-operative instructions tailored to oncology patients and their families.
• Offer empathetic education and support to patients and caregivers navigating complex oncology treatment, surgery, and recovery.
• Collaborate with surgeons and nurse practitioners (NPs) to coordinate hospital admissions, discharges, and follow-up appointments for oncology patients.
• Coordinate with infusion centers, radiation oncology, and pathology departments to ensure treatment plans are aligned and diagnostic results are communicated promptly.
• Collaborate with referral coordinators for urgent or complex oncology referrals to ensure timely scheduling and continuity of care.
• Coordinate and schedule surgical procedures, pre-operative testing, multidisciplinary consults, and post-operative appointments for oncology patients.
• Upload and maintain all required documentation in hospital scheduling platforms, eCW, and provider Outlook calendars; ensure alignment across all systems.
• Track urgent or time-sensitive oncology cases and escalate to providers when delays may impact patient outcomes.
• Verify insurance coverage and obtain prior authorizations for oncology-related surgical procedures, imaging, and specialty services.
• Communicate effectively with patients and families regarding oncology treatment plans, anticipated next steps, and clinical concerns requiring provider follow-up.
• Monitor and support accurate, timely completion of MIPS (Merit-based Incentive Payment System) requirements for assigned oncology providers.
• Serve as a liaison between patients, providers, infusion centers, hospitals, pathology departments, and external offices to ensure timely exchange of information and care coordination.
• Ensure surgical documentation—including operative notes, consults, imaging results, pathology reports, and multidisciplinary updates—is uploaded, reviewed, and completed accurately in eCW.
• Travel to other TSC sites as needed.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Proven ability to multi-task in fast paced environment is essential.
• Strong organizational skills and attention to detail.
• Knowledge of OSHA requirements for safe handling of blood and body fluids.
• Skill in computer applications.
• Skill in verbal and written communication.
• Skill in gathering and reporting information.
• Exceptional Skill in customer service, i.e., answering phone, greeting patients.
• Ability to work effectively with staff, and other internal and external sponsor and agencies.
• Demonstrates a positive, respectful, empathetic attitude at all times.
• Ability to multitask and prioritize in a fast-paced environment.
• Excellent communication and interpersonal skills.

EDUCATION & EXPERIENCE

• High School diploma or GED is required.
• Current BLS certification required or must be obtained within 90 days of hire.
• Graduate of Medical Assistant Training Program or 6-months recent Medical Assistant experience in a healthcare setting required.
• Strong knowledge of medical terminology and surgical procedures is required.
• Completion of a Medical Assistant training program and/or certification (CMA, RMA, or CCMA) is preferred.
• Proficient in EMR systems (preferably eCW) and Microsoft Office.

OOCUPATIONAL RISK CATEGORY

PHYSICAL REQUIREMENTS

• Ability to sit, stand, and walk for extended periods.
• Frequent use of hands, reaching, and handling.
• Occasional lifting of up to 50 pounds.