Protocol Scheduler - Breast Oncology

The Protocol Scheduler I is responsible for all aspects of patient scheduling for patients on clinical trials, per department and protocol-specific scheduling guidelines. Passionate about healthcare and providing a world-class patient experience. An outstanding communicator and critical problem solver who is just as comfortable working independently as in a group. Working with a specific clinical practitioner group consisting of physicians, physician’s assistants, program nurses, nurse practitioners, and other care providers, the individuals in this position will play a critical role in facilitating all aspects of patient care and maintaining compliance with protocol requirements.

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.

• Work as an integral part of the clinical research team to ensure accurate and effective scheduling of all assessments needed for patients on clinical trial.
  
• Coordinates all related clinical trial treatments, tests and procedures, required by each clinical trial while adhering to protocols specific and Dana-Farber scheduling guidelines.
  
• As all patients in this job family shall be considered high risk or falling under highly regulated services, this job family is responsible for carrying out specialized tasks to support regulatory requirements and patient safety, requiring an understanding of the sequential processes involved in clinical trials and patient treatment plans that fall under specified regulatory controls.
  
• Carries out or supports patient education in person and/or by telephone, involving effective communication of complex appointment schedules.
  
• Participates in continuous training and maintains current knowledge of the clinical process, regulatory standards, and requirements that impact the assigned patient population to achieve patient safety, flow and resource utilization goals of the organization and sponsoring agencies.
• Ensures appropriate order placement per disease specific and Dana-Farber Guidelines of required study assessments, including but not limited to:
  -Labs
  - Radiology
  - Echocardiograms
  -Electrocardiograms
  -Pulmonary Function Tests
  - Pharmacokinetics
  
  
• Responsible for ensuring scheduling templates are updated to reflect any changes affecting patient scheduling
  
• May lead or participate in the development of new scheduling systems or processes.
  
• Act as primary point of contact to the clinical research team, patients, and caregivers regarding all scheduling manners
  
• Input and maintain patient data relevant to proper appointment scheduling
  
• 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.
• Identify, analyze, and solve problems outside of standard processes.
• Monitor status of referral request and follow-up as necessary to ensure patient receives service on timely basis
• Arranges telehealth visits per protocol, hospital and state guidelines for patients eligible for telehealth visits. Ensuring appropriate communication between provider, admin, and patient.

Minimum Education:   High school diploma required

• Time Management:  Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures. 
• Demonstrated ability to work effectively and considerately with diverse groups of patients, staff and providers while handling various tasks simultaneously.
• Communications skills: Exceptional skills for a varied workforce that includes MD’s RN’s, NP, PA, Fellows, and administrative staff.  Requires a high level of empathy, compassion, and confidentiality.
• Quality Assurance: Skills to work efficiently and effectively and strive to do so in all aspects of position.
• Critical Thinking/Decision Making: Ability to take initiative and exercise judgment required.   Demonstrated ability to solve problems and function as a resource to other members of the team. Ability to resolve complex issues on behalf of the providers and the patients.

Organizational Core Competencies

• Adaptability
• Treats change and new situations as opportunities for learning or growth. Actively seeks information about new work situations. Willing to try new concepts and recognizes the necessity of change and that out of change comes innovation.
• Customer Service
•  Understands who customer is and takes responsibility for customer satisfaction and loyalty. Communicates tactfully and appropriately. Sets an example of excellence in customer service to others.
• Professional Development
•  Takes initiative to identify and participate in continuous learning and development activities. Actively learns from his/her practice and the practice of others. Seeks out and is receptive to constructive feedback on performance and development. Applies new knowledge to workplace situations.
• Quality Management                                
•  Understands and meets established standards and works to exceed expectations. Asks questions to ensure understanding of expectations, use of equipment, policies, processes, etc. Keeps up-to-date on policies and procedures. Makes suggestions for improvements and recommends solutions. Strives towards individual and institutional excellence.             
• Teamwork                                                   
•  Works effectively as a member of a unit team and cross functional teams as requested. Recognizes and respects needs of others and works well with individuals of diverse style, ability, and motivation. Shares information with others. Seeks opportunities for collaborative work. Maintains peer relationships and works successfully with management. Builds and maintains an effective network with patients, staff and faculty, as appropriate.

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 equally committed to diversifying our faculty and staff.  Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse 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.