Scheduling Assistant

Scheduling Assistant

Carolina Oncology Specialists has been caring for patients in Catawba County since 1983, offering patients high quality, personalized healthcare close to their own home so patients and caregivers don't have to travel far for excellent care. Our patients experience the convenience of in-clinic chemotherapy treatments, as well as the treatment and management of blood disorders.

Position Name: Scheduling Assistant Reports to: Scheduling Manager FLSA Status: Non Exempt Department: Scheduling Location: Carolina Oncology Specialist Hickory Location

Position Summary

The Scheduling Assistant / Front Desk Attendant serves as the first point of contact for patients and visitors at Carolina Oncology Specialists. This role is responsible for delivering exceptional customer service while coordinating patient scheduling, managing front desk operations, and supporting clinical and administrative teams. The ideal candidate is highly organized, compassionate, and able to work efficiently in a fast-paced medical environment.

Key Responsibilities

• Greet and check in patients in a professional, courteous, and empathetic manner
• Verify patient demographics, insurance information, and required documentation
• Maintain a clean, organized, and welcoming reception area
• Manage patient check-in/check-out processes and collect co-pays as required
• Schedule, reschedule, and confirm patient appointments in accordance with provider availability
• Coordinate multi-appointment visits (e.g., labs, imaging, provider consults)
• Ensure accurate entry of appointments into the scheduling system
• Communicate appointment details clearly with patients and caregivers
• Contact patients regarding appointment reminders and changes
• Maintain and update patient records in the electronic medical record (EMR) system
• Scan, file, and manage patient documentation efficiently
• Assist with insurance verification and referral tracking as needed
• Collaborate with clinical staff to ensure smooth patient flow
• Support front office workflows and special projects as assigned

Qualifications

• High school diploma or equivalent required
• Prior experience in a medical office, scheduling, or front desk role preferred
• Oncology or specialty practice experience is a plus

Skills & Competencies

• Excellent communication and interpersonal skills
• Strong organizational and time management abilities
• Proficiency with EMR systems and basic computer applications
• Ability to multitask and work effectively in a fast-paced environment
• High attention to detail and accuracy
• Compassionate and patient-focused attitude

Work Environment

• Fast-paced outpatient oncology practice
• Frequent interaction with patients, families, and clinical staff
• Requires sitting, standing, and use of computers for extended periods

Core Values Alignment

• Demonstrate empathy and respect in all patient interactions
• Maintain confidentiality and adhere to HIPAA regulations
• Support a collaborative, team-oriented environment
• Uphold the highest standards of professionalism and integrity

Position Type

• Full-time
• Day shift; occasional schedule flexibility may be required