Scheduling Coordinator

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Under the guidance of the Patient Services Manager or Assistant Patient Services Manager, the Infusion Specialist coordinates all aspects of patient navigation for infusion services, including scheduling, authorizations, and communication between patients, providers, and multidisciplinary teams. Serves as a liaison between referring offices, patients, pharmacy, and clinical staff to ensure efficient workflows and an optimal patient experience.

EEO/AA/Disability/Veteran

Responsibilities

• 1. Infusion Coordination and Scheduling. 1.1 Work two weeks ahead on infusion authorizations; collaborate with PAR team for pending approvals. 1.2 Schedule infusion appointments for authorized patients; manage work queues. 1.3 Coordinate peer-to-peer reviews for providers as needed. 1.4 Update insurance information one month prior to infusion appointments.
• 2. Patient Communication and Support. 2.1 Check and respond to voicemails for patient calls and cancellations. 2.2 Place reminder calls for upcoming appointments and lab work completion. 2.3 Manage live calls into the infusion center and redirect them appropriately. 2.4 Reply to and close loops on In-basket messages.
• 3. Clinical and Pharmacy Collaboration. 3.1 Complete infusion order/treatment plan sheets for all infusion referrals. 3.2 Participate in daily infusion huddles with pharmacy and nursing. Participate in weekly multidisciplinary huddles by specialty. 3.3 Coordinate daily urgent infusion add-ons with Infusion Charge RN. 3.4 Manage direct patient follow up for completion of required pre infusion labs to ensure no delays in treatment.
• 4. Administrative and Workflow Management. 4.1 Maintain and update tracking tools (e.g., Excel sheets for redirected patients). 4.2 Ensure accurate documentation and compliance with established protocols. 4.3 Serve as liaison between clinic consultations and infusion suite.

Qualifications

EDUCATION

High School diploma or equivalent and knowledge of medical terminology required. Associate's degree or clinical training/certification preferred.

EXPERIENCE

Two (2) years in a clinical or outpatient setting required; infusion experience preferred. Experience with telephone reception and scheduling preferred. Working knowledge of Epic preferred.

LICENSURE

Certification in medical administration or navigation preferred.

SPECIAL SKILLS

Strong organizational and problem-solving skills; excellent communication and interpersonal skills; ability to work collaboratively with multidisciplinary teams. Demonstrate integrity, patient-centered care, respect, accountability, and lead with compassion.

PHYSICAL DEMAND

May involve occasional lifting and extended periods of computer use.

YNHHS Requisition ID

196066

EDUCATION

High School diploma or equivalent and knowledge of medical terminology required. Associate's degree or clinical training/certification preferred.

EXPERIENCE

Two (2) years in a clinical or outpatient setting required; infusion experience preferred. Experience with telephone reception and scheduling preferred. Working knowledge of Epic preferred.

LICENSURE

Certification in medical administration or navigation preferred.

SPECIAL SKILLS

Strong organizational and problem-solving skills; excellent communication and interpersonal skills; ability to work collaboratively with multidisciplinary teams. Demonstrate integrity, patient-centered care, respect, accountability, and lead with compassion.

PHYSICAL DEMAND

May involve occasional lifting and extended periods of computer use.

• 1. Infusion Coordination and Scheduling. 1.1 Work two weeks ahead on infusion authorizations; collaborate with PAR team for pending approvals. 1.2 Schedule infusion appointments for authorized patients; manage work queues. 1.3 Coordinate peer-to-peer reviews for providers as needed. 1.4 Update insurance information one month prior to infusion appointments.
• 2. Patient Communication and Support. 2.1 Check and respond to voicemails for patient calls and cancellations. 2.2 Place reminder calls for upcoming appointments and lab work completion. 2.3 Manage live calls into the infusion center and redirect them appropriately. 2.4 Reply to and close loops on In-basket messages.
• 3. Clinical and Pharmacy Collaboration. 3.1 Complete infusion order/treatment plan sheets for all infusion referrals. 3.2 Participate in daily infusion huddles with pharmacy and nursing. Participate in weekly multidisciplinary huddles by specialty. 3.3 Coordinate daily urgent infusion add-ons with Infusion Charge RN. 3.4 Manage direct patient follow up for completion of required pre infusion labs to ensure no delays in treatment.
• 4. Administrative and Workflow Management. 4.1 Maintain and update tracking tools (e.g., Excel sheets for redirected patients). 4.2 Ensure accurate documentation and compliance with established protocols. 4.3 Serve as liaison between clinic consultations and infusion suite.