AIC Scheduler – Medical Scheduler-Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Arrange new and recurring infusion appointments in accordance with established scheduling and clinical protocols.

• Schedule patients during the first interaction when all necessary requirements are available.

• Coordinate recurring treatment schedules based on the prescribed frequency.

• Reach out to patients for both scheduling and rescheduling, ensuring follow-up until the matter is resolved.

• Provide information regarding appointments, including location details and preparation guidelines.

• Maintain accurate records of patient demographics and contact details.

• Support scheduling and reminder workflows using WeInfuse and other authorized systems.

• Escalate clinical inquiries, treatment education requirements, and triage issues.

• Quote copays and coinsurance amounts, and collect copays when necessary.

• Manage AIC schedules to optimize chair capacity and fill available treatment slots.

• Balance treatment duration, available chairs, operating hours, and site capacity.

• Monitor schedules for any gaps, conflicts, and potential risks.

• Collaborate with site leadership and nursing on capacity challenges.

• Arrange alternate appointments or AIC locations as needed.

• Respond to cancellation and rescheduling requests promptly.

• Contact patients following cancellations or missed appointments.

• Retain referred patients within the AIC network.

• Track and escalate trends in cancellations and scheduling delays.

• Document attempts at scheduling, cancellations, rescheduling, and communications with patients.

• Work with intake and authorization teams to transition referrals into scheduled treatments.

• Monitor patients who are ready or nearing readiness for scheduling.

• Obtain necessary referral and insurance information when applicable.

• Identify missing information and direct workflow issues to the appropriate team.

• Communicate scheduling availability and operational limitations to intake teams.

• Follow up on referrals that have not yet transitioned into scheduled treatments.

• Collaborate with nursing, pharmacy, procurement, and other teams to ensure treatment readiness.

• Identify considerations related to medication availability and treatment scheduling.

• Escalate any barriers related to medication, authorization, clinical, and operational matters.

• Assist with drug procurement/logistics and clinical review preparation within the defined scope.

• Support inventory and FIFO processes as assigned.

• Offer professional, compassionate, and responsive service to patients.

• Address scheduling inquiries and route clinical, financial, or authorization-related questions.

• Communicate any schedule changes promptly and clearly.

• Uphold patient confidentiality and adhere to HIPAA and privacy regulations.

• Maintain timely and accurate documentation related to scheduling.

• Engage in centralized scheduling workflows and process improvement initiatives.

• Foster consistent scheduling practices across AIC locations.

• Assist in monitoring first-contact scheduling, time to appointment, chair utilization, cancellations, no-shows, referral conversion, rescheduling, and patient retention.

• Contribute to faster patient access, improved chair utilization, reduced avoidable cancellations, enhanced referral retention, and a more streamlined scheduling experience.

⛳️ Requirements

• Required: High school diploma or equivalent.

• Preferred: Prior experience in healthcare scheduling, patient access, medical office, infusion, specialty pharmacy, or comparable healthcare roles.

• Strong organizational abilities to manage multiple patients, schedules, and priorities at once.

• Excellent verbal and written communication skills.

• Proven customer service and problem-solving capabilities.

• Ability to work effectively with patients and cross-functional healthcare teams.

• Strong attention to detail and a commitment to accurate documentation.

• Comfortable working in a performance-driven, multi-site environment.

• Ability to appropriately escalate clinical or operational issues beyond the scope of the position.

• Preferred: Experience in an ambulatory infusion center, specialty pharmacy, physician practice, hospital outpatient department, or similar specialty healthcare setting.

• Preferred: Experience coordinating recurring treatments or complex healthcare appointments.

• Preferred: Familiarity with WeInfuse or another infusion/healthcare scheduling platform.

• Preferred: Knowledge of referrals, prior authorization, medication procurement, and specialty medication processes.

• Preferred: Experience supporting centralized or multi-site scheduling.

• Must participate annually in required legal and ethical compliance training.

• Must comply with LUX Infusion legal, ethical, and compliance policies and manual.

• Ability to occasionally lift and/or move items weighing up to 25 pounds.

🏝️ Benefits

• Work that is purpose-driven and makes a real impact.

• A patient-first, clinician-led culture.

• Supportive and collaborative colleagues.

• Opportunities for growth within a company dedicated to building something meaningful.

• Reasonable accommodations available during the application or interview process.