Front Office Coordinator - Gynecologic Oncology

Pay Range: $22-$26 hour

SCOPE:

• Under direct supervision, responsible for multiple front office functions including scheduling patient appointments and tests in an efficient and timely manner, answering incoming calls in a prompt, courteous, and professional manner, as well as assisting patients with check-in for their appointments. May include outside scheduling and/or surgical scheduling responsibilities.  

• Point of contact for the front office when leadership is unavailable or out of the office.

• Greets patients and their guests into the clinic in a prompt, courteous, and professional manner. Serves as a liaison between patients and medical staff.  

• Supports and adheres to the New York Oncology Hematology Compliance Program, including the Code of Ethics and Business Standards. 

• Demonstrates an understanding of patient confidentiality to protect the patient and clinic/corporation. Adheres to confidentiality, state, federal, and HIPAA laws and patient records guidelines. Reference and uphold NYOH CORE values daily.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Answers incoming calls and messages related to scheduling; address callers’ needs and directs to appropriate department if needed. Obtains and communicates messages in an accurate and timely manner.  

• Schedules new patients, patient referrals, and returning patients in computer system in accordance with physician and/or office guidelines. 

• Receives incoming referrals, creates account, obtains, and enters insurance information. Requests initial records, works with provider on determining appropriate time for appointment, schedules consult, mails out new patient packet (varies by site).  

• Obtains and enters all authorization and correspondence relating to referrals in patients’ electronic medical records (EMR). 

• Communicates to patients all appointment details being scheduled and potential prep work needed, inquiring about test specifics from necessary parties and gathering patient information as needed.  

• Adheres to scheduling template containing physician meetings, satellite schedule, rounding, and call coverage.  

• Responsible for monitoring schedules for compliance with templates. Ability to adjust Templates for site specific needs as requested. Responsible for directing other staff when changes are needed.  

• Prepares correspondence, memos, forms, and other typing as requested by supervisor. Obtains necessary precertification as required.  

• Responsible for follow up on pre-operative tests to ensure patients are cleared for surgical procedure. Communicates with physician and patients if further testing is required before surgery is performed.  

• Responsible for scheduling post-operative follow-up appointments with physicians. 

• Responsible for processing EMR orders timely and effectively, as well as timely completion of chart messaging. 

• Work the bump list and no-show report in a timely manner.  Monitors order queue as assigned to meet metrics designated by practice.   

• Cancels/reschedules appointments according to physician schedule changes; notifies appropriate personnel. Complies with no show process and policy.  

• Responsible for training new staff, schedule adjustment, and other lead duties. Authority to shift employees to cover areas in need.  

• Point of contact when leadership is unavailable/out of office.  

• Works closely with Front Office Supervisor and Nursing Supervisor to achieve optimal scheduling within the infusion room. Responsible for working with nursing supervisor to identify and correct unbalanced schedules and ensure we are within maximum infusion guidelines.  

• Other duties as assigned. Covers for other front office functions as requested. Required to float as needed in addition to cross covering sites remotely.

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent required, associate’s degree preferred. Minimum of three years’ medical office experience required. Proficiency with computer systems including Microsoft (Outlook, Word, and Excel) required. 

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Requires prolonged sitting, some bending, stooping and stretching. Requires occasional lifting of up to 30 pounds. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment. Requires hearing and vision corrected to normal range.