Clinical Care Coordinator, Oncology - 139852

Under general supervision, the Clinical Care Coordinator/Administrative Assistant provides high-level administrative and clinical support to Head and Neck Surgical Oncology division. This role is essential in managing complex scheduling, coordinating multidisciplinary care, and serving as the primary liaison between patients, providers, and clinical teams.

Key Responsibilities

• Process external referrals received via Biscom fax, including transcription of orders, authorization follow-up, and uploading documentation into Epic.
• Coordinate all aspects of new patient intake, including patient registration, referral triage, collection of outside medical records and imaging, scheduling of new patient consultations, and assistance with financial clearance processes.
• Provide professional phone support and customer service to internal and external customers, including patients, providers, staff, and referring offices.
• Provide clinic template support by assisting with return patient scheduling, clinic template maintenance, opening and closing clinic sessions, and optimizing clinic utilization to ensure appointment slots are consistently filled.

• Serve as a central point of collaboration and communication for faculty, clinic staff, administrators, and both internal and external partners.

• Possible support with Tumor Board coordination and management activities, including:

  • Collecting and compiling pathology reports, slides, and imaging from internal and external sources.
  • Preparing case materials for multidisciplinary review by Pathology and Radiology teams.
  • Scheduling meetings, maintaining historical case documentation, and distributing meeting minutes and follow-up materials.

• Three (3) years of related experience.

• Experience in working in a large, complex healthcare setting.

• Experience working with Health Insurance companies and Community Medical Groups.

• Knowledge of scheduling medical appointments, surgical procedures, and authorization processes.

• Excellent communication skills with the ability to communicate clearly both verbally and in writing.

• Demonstrated knowledge and advanced level skill in word processing software applications (Word, Excel, Teams, Outlook, & PowerPoint) and Electronic Medical Record.

• Excellent customer service skills, with the ability to interact well with care teams, and all patients and families.

• Strong organizational skills and ability to prioritize and multitask effectively in a fast-paced environment.

• Prior Oncology experience.

• Experience with Epic EHR system (including Cadence).

• Knowledge of medical and scientific terminology.

• Knowledge of various insurance products and third-party payors.

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and a pre-employment physical.