Are you an internal caregiver, student, or contingent worker/agency worker at UMass Memorial Health? CLICK HERE to apply through your Workday account.

Exemption Status:

Non-Exempt

Schedule Details:

Monday through Friday

Scheduled Hours:

830-5

Shift:

1 - Day Shift, 8 Hours (United States of America)

Hours:

40

Cost Center:

24060 - 4088 Cancer Center

Union:

SEIU - Service & Maintenance HealthAlliance Burbank

This position may have a signing bonus available a member of the Recruitment Team will confirm eligibility during the interview process.

Everyone Is a Caregiver

At UMass Memorial Health, everyone is a caregiver – regardless of their title or responsibilities. Exceptional patient care, academic excellence and leading-edge research make UMass Memorial the premier health system of Central Massachusetts, and a place where we can help you build the career you deserve. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, community and each other. And everyone, in their own unique way, plays an important part, every day.

The Administrative Coordinator, Oncology provides a range of secretarial duties and administrative duties for the department that are essential to patient care.

I. Major Responsibilities:

Patient Care Coordination:
1. Manages all incoming phone calls to The Cancer Center, critically evaluates and triages call to the appropriate discipline, and is aware of emergent situations. All calls are handled in a timely and efficient manner with excellent customer service skills. Able to document the call in the system with accurate information.
2. Maintains and coordinates the daily schedule for Medical Oncology, The Physicians/NP, The Non-Cancer Infusion Center.
3. Coordinates all patient schedules for MD appointments, chemotherapy and treatment appointments, laboratory appointments. Collaborates with the appropriate multidisciplinary staff - RN’s, Social Workers, Dietician, and Navigators - to prepare the patient schedule.
4. Obtains complete physician orders and prior authorization from non-clinic physicians for The Infusion Center. Schedules in the EPIC scheduling system for this population of patients.
5. New patient referrals are taken efficiently and according to department procedure. Aware of scheduling needs based on the diagnosis. Obtains appropriate clinical information related to the diagnosis from referrer in preparation of the appointment.
6. Ensures complete registration at initial visit in an accurate, timely and confidential manner.
7. In preparation for each day, performs reminder calls to all patients. Follows up with all no show appointments.
8. Documents the medical record with all of the following, but not limited to; diagnostic testing dates and times, outside referrals dates and times, prior authorization information, triage calls, and all other communication with the patient. This documentation is concise, accurate and entered in a timely manner.
9. Facilitate appointment to the referred physician office by preparing and sending the appropriate medical records, radiology and laboratory results.
10. Performs order entry in the appropriate system, aware of lab testing that requires prior authorization.
11. Enters required information necessary scheduling of diagnostic testing, referrals, clinic appointments and infusions etc.

Administrative:
1. Sorts, reads and annotates incoming mail is on a daily basis. Disseminates to appropriate staff member. Re-sorts physician mail after physician review, returns documents to appropriate source as needed. Scans clinical documents into the EMR as needed.
2. Functions within the budget by understanding the budget, ordering and monitoring supplies and using creative ideas.
3. Accurately types minutes, reports and agendas for teams, committees and department in appropriate format within specified time period as assigned.
4. Statistical data is accurately maintained and completed in a timely manner per departmental guidelines. Coordinates physician schedules in collaboration with UMMHC schedules, clinic days and start and stop times based on their requirement for tumor conferences, meetings, and on call schedules.
5. Confirms Initial insurance approval/referral prior to visit/admission by obtaining prior authorization number from referring MD offices prior to scheduling.  
6. Ongoing insurance information is shared with staff. Disseminates overa