Under the direction of the Radiation Oncology Practice Director and Practice Manager, the Clinical Scheduling Specialist II is responsible for all aspects of patient scheduling in accordance with department scheduling guidelines. Provides superior customer service to all patients, family members, physicians and staff at all times in accordance with the DFCI Customer Service Standards. Assigned to work with a clinical practitioner group consisting of physicians, physician assistants, technical supervisors, technical staff, program nurses and nurse practitioners and other care providers. The individual in this position will play a critical role in facilitating all aspects of patient care. Supporting multiple disease groups within the Radiation Oncology Program.
Scheduling activities in both EPIC/ARIA, Medical Records system. Procuring medical records: Prior pathology, imaging, MD notes, Graphic Plans/DICOMs and relevant reports required for patient care review. Coordinating all appointments as needed for each specialty. Manages all imaging order scheduling via EPIC as well as referral work queue. Assists with outside vendor communications for genetic testing when needed.
Monitoring process of orders and financial clearance in StatusBoard. Ensure RT/SIM consent forms are uploaded for treatment in EPIC/ARIA. Work with authorization team to obtain auth for imaging and procedure requests. Assists with patient communication, as well as referral process for patients seeking treatment closer to home. Provides departmental administrative cross coverage, including front desk as needed. Manage disease group patient lists. Schedule Pre-Simulation appointment in ARIA along with nursing teaching appointment in EPIC. Assist with scheduling On Treatment Visits in ARIA. Notifies patients of Simulation and Treatment start date information as well as reviewing screening questions when applicable. Assist with onboarding new administrative staff.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
- Under the direction of the scheduling operations management team, provides appointment scheduling ranging in complexity from one physician appointment to multiple care provider appointments in accordance with department scheduling guidelines for existing patients
- Obtains detailed clinical information face-to-face, by telephone or electronically
- May provide basic information regarding the need for insurance referral(s)
- Provides general disease or program-specific information to callers/patients within the scope of knowledge and authority
- Performs independent patient and outside provider call triaging and assists in directing patient flow
- Serves as a liaison between patient/family/provider
- Resolves issues directly or ensures appropriate management of call by others
- Recognizes emergencies and appropriately responses using standard operating procedures and critical thinking skills
- May be responsible for scheduling numerous complex research protocols, involving extensive interaction with those associated with in-house studies, grant-funded studies and industry-sponsored clinical trials
- Carries out specific processes in the patient scheduling systems so that correct special billing and revenue processes function properly
- Requires clinical, operational and regulatory knowledge of the standard of care or clinical trial protocol for the patient population coordinated
- Participates in training for new hires
- Prepares, open, and close provider schedules and handles daily schedule changes
- Conduct slide submission as needed
- Other duties and responsibilities as assigned
- Possesses a level of independence requiring knowledge of multiple disease specific programs
- Functions as a content expert/resource Ieader/champion in quality improvement/process improvement initiatives and projects
- Oversees accurate completion of designated responsibilities and processes
- Participates in committees, meetings and in rollouts of new clinical applications and programs
- May participate in the recruiting process by interviewing potential candidates
- Assists in the training and mentoring of staff
- Responsible for running quality assurance and error reports
- Handles complex scheduling and is seen as an expert on the scheduling system
- Responsible for ensuring appropriate coverage in the absence of staff or supervisor
- May be required to Iead staff meetings in the absence of clinical practice support management
- May assist staff with complex administrative responsibilities and intra/inter-institutional coordination and communication
- Other duties and responsibilities as assigned
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Strong problem solving and critical thinking skills
- Ability to identify resources within the Institute and exhibit a proactive approach to problem solving
- Mastery of all relevant functions within specific disease center scheduling
MINIMUM JOB QUALIFICATIONS:
The position strongly prefers a bachelor’s degree in health administration or a related field and requires 12-18 months of experience as a Clinical Scheduling Specialist I.
SUPERVISORY RESPONSIBILITIES: None
PATIENT CONTACT:
Yes, interacts with the adult patient population.
At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.
Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.
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Pay Transparency Statement
The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.
For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).
$51,000.00 - $58,200.00
