Job Description

Overview

The Clinical Scheduling Specialist II supports patient scheduling and care coordination within the Radiation Oncology Program under the direction of department leadership. This role is responsible for scheduling established patient appointments in accordance with departmental guidelines across multiple disease groups using EPIC and ARIA. The position also supports the collection of required medical records, including pathology, imaging, provider notes, treatment plans, and related reports needed for care review. Additional responsibilities include coordinating specialty appointments, scheduling imaging orders, and monitoring order status and financial clearance. The specialist helps ensure required treatment consent forms are uploaded appropriately and assists with patient communication and referral coordination when care closer to home is needed. This role also provides administrative cross-coverage for the department, including front desk support as needed.

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.

PRIMARY DUTIES AND RESPONSIBILITIES:

Clinical Scheduling Specialist I

• 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.

Clinical Scheduling Specialist II

In addition to those duties listed above; the following tasks are completed by this role:

• 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:

Clinical Scheduling Specialist I

• Ability to multi-task and function as an integral member of the team.
• Excellent verbal and written communication skills required. 
• Excellent computer, customer service, problem solving, and organizational skills required.

Clinical Scheduling Specialist II

• 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:

Clinical Scheduling Specialist II:

Associate’s degree and/or 0-2 years equivalent experience preferred. Experience working in a medical or customer service setting preferred. Knowledge of medical terminology preferred.

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.  

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).

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