Oncology Enhanced Scheduler

The Oncology Enhanced Scheduler is responsible for coordinating complex oncology scheduling activities across multiple specialties and treatment modalities. This role serves as a centralized scheduling resource, ensuring timely, accurate, and patient-centered coordination of oncology care, including infusion appointments, provider visits, imaging, laboratory services, and supportive care.

Working in close collaboration with physicians, advanced practice providers, nurses, pharmacists, and multidisciplinary care teams, the Oncology Enhanced Scheduler interprets treatment plans and scheduling requirements to coordinate appointments that align with clinical protocols, resource availability, and patient needs. The Enhanced Scheduler plays a critical role in maximizing infusion capacity, improving patient access, and providing a seamless scheduling experience throughout the continuum of cancer care.

This position requires advanced knowledge of scheduling workflows, treatment sequencing, Epic functionality, and multidisciplinary care coordination.

Key Responsibilities

Complex Oncology Scheduling

• Coordinate and schedule complex oncology treatment plans, including infusion therapy, provider appointments, laboratory services, imaging, injections, blood products, and supportive care across multiple specialties.
• Review and interpret Epic Beacon Treatment Plans (BTPs) to ensure appointments are scheduled accurately and in accordance with clinical protocols, treatment sequencing, and organizational workflows.
• Coordinate multidisciplinary appointments to optimize patient access, increase resource utilization, and support continuity of care.

Patient Access & Care Coordination

• Initiate scheduling with patients and caregivers to identify preferences and coordinate appointments that meet both clinical requirements and patient needs.
• Serve as a liaison between patients, providers, nursing, pharmacy, financial services, authorization teams, and ancillary departments to resolve scheduling barriers and facilitate timely care.
• Advocate for patients by coordinating support services and escalating complex scheduling issues as appropriate.

Scheduling Operations

• Independently manage scheduling requests, appointment work queues, referrals, authorizations, cancellations, rescheduling, and related scheduling activities within established service standards.
• Maintain accurate demographic, insurance, referral, and appointment information within the electronic medical record.
• Utilize Epic functionality, including InBasket, scheduling work queues, telephone encounters, and documentation tools, to support efficient scheduling operations.

Problem Solving & Workflow Management

• Investigate and resolve complex scheduling conflicts by collaborating with multidisciplinary teams and exercising sound judgment within established guidelines.
• Identify workflow inefficiencies, recommend process improvements, and contribute to the development and implementation of standardized scheduling practices.
• Communicate potential operational issues proactively to leadership and clinical partners before they impact patient care.

Customer Service & Patient Experience

• Deliver compassionate, patient-centered service through professional, timely, and respectful communication with patients, families, providers, and colleagues.
• Ensure patient privacy and confidentiality while maintaining compliance with HIPAA, organizational policies, and regulatory requirements.
• Support equitable access to care by providing accurate information, coordinating resources, and promoting a seamless patient experience.

Quality & Performance

• Maintain scheduling accuracy, documentation quality, and productivity standards established by the department.
• Complete required registration, documentation, attendance, and scheduling activities in accordance with departmental policies and regulatory requirements.
• Participate in ongoing education, workflow changes, and quality improvement initiatives to enhance operational efficiency and patient access.

General Expectations

• Demonstrate accountability, professionalism, and sound judgment in daily work activities.
• Collaborate effectively with multidisciplinary teams to support organizational goals and patient-centered care.
• Maintain proficiency in Epic, iQueue, and departmental scheduling processes.
• Perform other duties as assigned.

Physical Requirements

• Primarily sedentary position requiring prolonged periods of sitting and extensive use of a computer, keyboard, mouse, and telephone.
• Requires frequent repetitive hand and wrist movements associated with keyboarding and data entry.
• Requires frequent reaching, including overhead and repetitive reaching, as well as occasional bending, stooping, and walking between work areas.
• Must possess effective verbal, written, auditory, and visual communication skills with the ability to accurately review electronic health records, scheduling information, and other clinical documentation.
• Requires sustained attention to detail, critical thinking, and the ability to manage multiple priorities in a fast-paced healthcare environment.
• Must be able to occasionally lift, push, pull, or carry up to 20 pounds.

Working Conditions

• Work is performed primarily in an office or healthcare administrative environment with frequent interaction with patients, caregivers, providers, and multidisciplinary care teams by telephone and electronic communication.
• May be eligible for hybrid work arrangements in accordance with UVA Health Telework Policy and departmental operational needs.
• Must maintain patient confidentiality and comply with all HIPAA, organizational, and regulatory requirements.

MINIMUM REQUIREMENTS:

Education: High School Graduate or equivalent required.

Experience: 2+ years demonstrated experience in J2235 Patient Access O2.

License/Certification: Certified Health Care Access Associate (CHAA) or Certified Revenue Cycle Representative (CRCR) by Healthcare Financial Management Association (HFMA) required within 18 months of hire date.

PHYSICAL DEMANDS:

Job requires sitting for prolonged periods, frequently bending/stooping, reaching (overhead, extensive, repetitive) and repetitive motion: computer keyboard. Proficient communicative, auditory and visual skills; Attention to detail and ability to write legibly; Ability to lift/push/pull 20 - 50lbs.

Benefits

• Comprehensive Benefits Package: Medical, Dental, and Vision Insurance

• Paid Time Off, Long-term and Short-term Disability, Retirement Savings

• Health Saving Plans, and Flexible Spending Accounts

• Certification and education support

• Generous Paid Time Off

UVA Health is a world-class Magnet Recognized academic medical center and health system with a level 1 trauma center. 2023-2024 U.S. News & World Report "Best Hospitals" guide rates UVA Health University Medical Center as "High Performing" in 5 adult specialties and 14 conditions/procedures. We are one of 70 National Cancer Institute designated cancer centers. UVA Health Children's is named by 2023-2024 U.S. News & World Report as the best children's hospital in Virginia with 9 specialties ranked among the best in the nation. Our footprint also encompasses 3 community hospitals and an integrated network of primary and specialty care clinics throughout Charlottesville, Culpeper, Northern Virginia, and beyond.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.