Oncology Scheduling Coordinator - Cancer Center - Saturday Availability Required

Oncology Scheduling Coordinator - Cancer Center

At Stony Brook Medicine, the Oncology Scheduling Coordinator in the Cancer Center functions in a role encompassing coordination of complex cancer patient visits, treatments and procedures, discharges, under the direction of the Senior Manager of Operations. Duties of the Oncology Scheduling Coordinator - Cancer Center may include but are not limited to the following:

• Coordinates high volume, high patient accuity discharges, including complex, interdependent scheduling of multiple appointments across multi-specialties for procedures, treatments, diagnostics and MD visits for cancer patients.
• Coordinates hospital, ambulatory multi-day treatments, pre and post treatment diagnostics and lab tests to align with inpatient or outpatient treatments and visits.
• Special attention to detailed coordination of high volume, multiple appointments within specified periods to align with treatment plans over several months or longer.
• Educates patients on necessary instructions for tests, order of sequential and parallel appointments across the cancer continuum, including coordinating care across surgical, medical and other oncology specialties (Medical Oncology and Hematology, Surgical Oncology, Gyn Oncology, thoracic surgery, for example) as well as multi-day ambulatory chemotherapy treatment calendars, pre and post-treatment testing and labs and diagnostics.
• Frequent rescheduling and re-coordination of numerous interdependent complex appointments due to the accuity of cancer patients in treatment who need treatment breaks or delays or have changes in treatment plans during the course of treatment, causing treatments to be frequently changed or held due to patient side effects of care.
• Ensure patient appointments and treatments and tests to not fall through the cracks. Ensure patient compliance with appointments and test to ensure continued treatment.
• Identifies and facilitates patients with financial needs to Financial Navigation team.
• Discharges patients and schedules follow-up clinic appointments for patients in Cerner/EWS; schedules testing appointments for patients in Cerner or outside on behalf of the patient; gives patients necessary instructions for their ordered test(s); advise patients on the need for authorization/pre-certification; copies scripts that are given to patients.
• Performs end of day and monthly reconciliation to ensure that all required treatments and appointments have been scheduled.
• Provides MD and care team with end of day reconciliation of outstanding requirements for documentation of ordered tests and treatments to ensure that patients coming in for future appointments have all the necessary documentation and orders in place so financial and clinical processes can take place and not delay patient care.
• Monitors and follows-up on "no show" patients to identify and escalate patient compliance issues. Prepares reports on trends for no shows and cancellations.
• Identifies potential billing and insurance issues: Has patients complete all of the appropriate forms. Responsible to ensure that all necessary information is provided to the Cancer Center Treatment/ Procedure Authorization Team. Ensures that the patient completes all necessary paperwork; provides appropriate insurance documentation.
• Provides cross coverage for Patient Flow Coordinators and is bi-directionally versed in fulfilling that role within the cancer center.
• Communicate daily with Financial Navigation staff, authorization team, Patient Flow Coordinator as well as all cancer center staff to facilitate smooth flow of patient discharge and overall smooth operations of the center.
• Maintains calm, friendly and positive demeanor to ensure patient and referring MD service excellence while meeting the operational needs of the center.
• Creates spreadsheets and reports as related to various reconciliation and operational issues, as required to support increased volume and future growth of the Cancer Center.
• Support administrative functions related to obtaining orders from physicians and responding to inquiries as necessary.
• Greet patients and answer telephones in assigned area and assist callers and direct calls, as appropriate. Provide in-service training for users. Maintains the day to day operation of Cerner performance workflow. Provides coverage for Patient Flow Coordinators in the Cancer Center and is back up for other cancer center sites, as required.
• All other duties as assigned.

The selected candidate will be scheduled to train Mondays through Fridays and will then be scheduled to work every Saturday once the Cancer Center starts to provide weekend care/support.

Qualifications

Required Qualifications:

• Bachelor's degree.
• At least 4 years of office/administrative experience.
• Experience with Microsoft Office applications.
• Problem solving skills.
• Excellent verbal and written communication skills.
• Please Note: Verification of degree (e.g., diploma or official transcript) is required for this role. Upload of documentation must be included with your application for consideration.

Preferred Qualifications:

• Experience in cancer or cancer related outpatient or ambulatory health care services.
• Face to face patient and physician healthcare customer service experience.
• Experience working with Tableau.
• Complex schedule management.
• Experience working with Cerner.
• Bilingual in Spanish and English.

Special Notes:

• Resume/CV should be included with the online application.
• Posting Overview: This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date.
• Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises. All Hospital positions may be subject to changes in pass days and shifts as necessary. This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. This function/position maybe designated as "essential." This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities.

Prior to start date, the selected candidate must meet the following requirements:

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services
• Complete electronic reference check with a minimum of three (3) professional references.
• Successfully complete a 4 panel drug screen
• Meet Regulatory Requirements for pre-employment screenings.
• Provide a copy of any required New York State license(s)/certificate(s). Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer.

The hiring department will be responsible for any fee incurred for examination.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.