Scheduler - Infusion (32248)

POSITION PURPOSE AND GENERAL SUMMARY Reporting to the Clinical Operations Manager and Infusion Coordinator, the Infusion Scheduler coordinates the scheduling process for patients receiving infusion therapy at Connecticut GI Care Centers and external infusion facilities. This position ensures referrals, insurance authorizations, laboratory requirements, and provider orders are complete prior to scheduling treatment. The Infusion Scheduler serves as a liaison between patients, providers, nursing, billing, and authorization teams to facilitate timely, accurate, and efficient coordination of infusion services while delivering exceptional customer service.

RESPONSIBILITIES / DUTIES / FUNCTIONS / TASKS

Infusion Scheduling & Coordination

• Review incoming infusion referrals and provider orders for completeness and accuracy.
• Verify medication, dosage, treatment frequency, site of service, and insurance information prior to scheduling.
• Schedule initial and subsequent infusion appointments according to provider orders and treatment protocols.
• Link referrals to the appropriate appointments within the electronic medical record (EMR).
• Coordinate referrals for patients receiving infusion therapy at external facilities and ensure all required documentation accompanies for each referral.
• Monitor referral status to ensure patients are scheduled within appropriate treatment timelines.

Authorization & Documentation

• Verify that all required prior authorizations and laboratory results have been obtained before scheduling treatment.
• Collaborate with providers, clinical staff, and the authorization team to resolve incomplete referrals or missing documentation.
• Accurately document scheduling activity, patient communications, referral updates, and appointment information within the EMR.
• Maintain complete and accurate patient records while ensuring compliance with HIPAA regulations.

Patient & Team Communication

• Serve as the primary point of contact for infusion scheduling inquiries from patients, providers, nursing staff, and internal departments.
• Communicate appointment details, schedule updates, and required pre-treatment information to patients.
• Route questions and concerns to the appropriate department, including nursing, billing, providers, or authorization specialists, as needed.
• Provide professional, compassionate customer service while addressing patient scheduling needs.

Operational Support

• Utilize working knowledge of infusion medications and associated scheduling, laboratory, and authorization requirements to facilitate timely patient care.
• Partner with infusion nursing staff to optimize daily schedules, maximize chair utilization, and minimize scheduling conflicts.
• Assist with identifying scheduling barriers and communicating concerns to leadership for resolution.
• Support departmental initiatives designed to improve workflow efficiency and patient access.

QUALIFICATIONS

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office applications.
• Working knowledge of electronic medical record (EMR) systems.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Exceptional organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
• High level of attention to detail and accuracy.
• Ability to work independently while collaborating effectively with interdisciplinary teams.
• Knowledge of medical terminology and healthcare scheduling processes is preferred.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Comply with all health and safety policies of The Specialty Alliance.

EDUCATION

• High school diploma or equivalent required.

QUALIFICATIONS

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office applications.
• Working knowledge of electronic medical record (EMR) systems.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Exceptional organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
• High level of attention to detail and accuracy.
• Ability to work independently while collaborating effectively with interdisciplinary teams.
• Knowledge of medical terminology and healthcare scheduling processes is preferred.
• Ability to maintain confidentiality and comply with HIPAA regulations.
• Comply with all health and safety policies of The Specialty Alliance.

EDUCATION

• High school diploma or equivalent required.
• Additional coursework or certification in healthcare administration or medical office operations preferred.

EXPERIENCE

• Minimum of three (3) years of customer service experience required.
• Minimum of three (3) years of experience using Microsoft Office applications is required.
• Minimum of one (1) year of experience using an electronic medical record (EMR) system preferred.
• Previous experience in medical scheduling, infusion services, specialty practice, or referral coordination preferred.

REQUIRED TRAVEL • Possible travel between locations: Seldom (up to 2%)

PHYSICAL DEMANDS

Carrying Weight

• 1-25 lbs.: Occasionally (2%-33%)

Pushing/Pulling

• Occasional: 2%-33%

Pushing/Pulling Weight

• 1-25 lbs.: Occasionally (2%-33%)

Lifting Requirements

• Floor to Waist, 1-25 lbs.: Occasionally (2%-33%)
• Waist to Shoulder, 1-25 lbs.: Occasionally (2%-33%)

Other Physical Requirements

• Prolonged sitting while working at a computer.
• Frequent keyboarding and use of standard office equipment.
• Frequent telephone communication.
• Occasional standing and walking within the office environment.