Lead Patient Coordinator - Cancer Center
Stony Brook Medicine, Stony Brook, NY, United States
Position Summary
At Stony Brook Medicine, the Lead Patient Coordinator in the Cancer Center, primarily assigned to LCC/Lung Cancer Screening and Medical Oncology, functions in a role encompassing coordination of complex cancer patient visits, treatments and procedures, discharges, and staff education under the direction of the Senior Manager of Operations.
There may be the potential for the selected candidate to work remote 1-2 days per week based on the needs of the department.
Responsibilities
Coordinates high‑volume, high‑acuity discharges, including complex, interdependent scheduling of multiple appointments across multi‑specialties for procedures, treatments, diagnostics and MD visits for cancer patients.
Coordinates hospital, ambulatory multi‑day treatments, pre‑ and post‑treatment diagnostics and lab tests to align with inpatient or outpatient treatments and visits. Special attention is given to detailed coordination of high‑volume, multiple appointments within specified periods to align with treatment plans over several months or longer.
Acts as the lead patient coordinator and educator/trainer for the Patient Coordinator and other Cancer Center admin teams. Creates and maintains learning curriculum for new and existing staff. Works with management to provide communications on system updates. Creates e‑learning tips and training materials. Documents, provides feedback, answers questions, and provides enhancement requests. Identifies opportunities for process and quality improvement for patient flow. Identifies ongoing training needs. Determines appropriate interventions and coordinates with practice leadership and key stakeholders to monitor trends and improvement initiatives.
Assists in supporting operational strategies, initiatives through the ambulatory network with a key focus on patient access, specifically clinical and front‑end workflows and patient experience.
Educates patients on necessary instructions for tests, order of sequential and parallel appointments across the cancer continuum, including coordinating care across surgical, medical and other oncology specialties (Medical Oncology and Hematology, Surgical Oncology, Gynecologic Oncology, thoracic surgery, etc.) as well as multi‑day ambulatory chemotherapy treatment calendars, pre‑ and post‑treatment testing and labs and diagnostics.
Manages frequent rescheduling and re‑coordination of numerous interdependent complex appointments due to the acuity of cancer patients in treatment who need treatment breaks or delays or have changes in treatment plans during the course of treatment, causing treatments to be frequently changed or held due to patient side effects of care.
Ensures patient appointments and treatments and tests do not fall through the cracks.
Ensures patient compliance with appointments and tests to ensure continued treatment.
Identifies and facilitates patients with financial needs to the Financial Navigation team.
Discharges patients and schedules follow‑up clinic appointments for patients in Cerner/EWS; schedules testing appointments for patients in Cerner or outside on behalf of the patient; gives patients necessary instructions for their ordered test(s); advises patients on the need for authorization/pre‑certification; copies scripts that are given to patients.
Performs end‑of‑day and monthly reconciliation to ensure that all required treatments and appointments have been scheduled.
Provides MD and care team with end‑of‑day reconciliation of outstanding requirements for documentation of ordered tests and treatments to ensure that patients coming in for future appointments have all the necessary documentation and orders in place so financial and clinical processes can take place and not delay patient care.
Monitors and follows‑up on "no show" patients to identify and elevate patient compliance issues. Prepares reports on trends for no shows and cancellations.
Identifies potential billing and insurance issues; has patients complete all of the appropriate forms.
Ensures that all necessary information is provided to the Cancer Center Treatment/Procedure Authorization Team. Ensures the patient completes all necessary paperwork; provides appropriate insurance documentation.
Provides cross coverage for Patient Flow Coordinators and is bi‑directionally versed in fulfilling that role within the cancer center.
Communicates daily with Financial Navigation staff, Financial Clearance team, Patient Flow Coordinators and all cancer center staff to facilitate smooth flow of patient discharge and overall smooth operations of the center.
Maintains a calm, friendly and positive demeanor to ensure patient and referring MD service excellence while meeting the operational needs of the center.
Creates spreadsheets and reports related to various reconciliation and operational issues, as required to support increased volume and future growth of the Cancer Center.
Supports administrative functions related to obtaining orders from physicians and responding to inquiries as necessary.
Greet patients and answer telephones in the assigned area and assist callers and direct calls, as appropriate.
Maintains the day‑to‑day operation of Cerner performance workflow.
Provides coverage for Patient Flow Coordinators in the Cancer Center and is back up for other cancer center sites, as required.
Qualifications
Required Qualifications:
Bachelor's degree.
At least 4 years of experience working in a hospital ambulatory setting.
Experience in direct, face‑to‑face patient and physician customer service related to healthcare.
At least 3 years of experience in patient scheduling.
Training and/or teaching experience.
Experience with Microsoft Office applications.
Ability to prepare reports on activities and trends.
Problem‑solving skills.
Excellent verbal and written communication skills.
Preferred Qualifications:
Experience in cancer or cancer‑related outpatient or ambulatory healthcare services.
Experience working with Cerner.
Bilingual in Spanish and English.
Verification of Degree:
Verification of degree (e.g., diploma or official transcript) is required for this role. Upload of documentation must be included with your application for consideration.
Additional Requirements
Successfully complete pre‑employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services.
Complete electronic reference check with a minimum of three professional references.
Successfully complete a 4‑panel drug screen.
Meet regulatory requirements for pre‑employment screenings.
Provide a copy of any required New York State license(s)/certificate(s).
Benefits
Anticipated Pay Range: $66,471 – $74,856 per year.
In addition, the position offers generous leave, health plans, and a state pension.
EEO Statement
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. If you need a disability‑related accommodation, please call the University Office of Equity and Access at (631)632‑6280.
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At Stony Brook Medicine, the Lead Patient Coordinator in the Cancer Center, primarily assigned to LCC/Lung Cancer Screening and Medical Oncology, functions in a role encompassing coordination of complex cancer patient visits, treatments and procedures, discharges, and staff education under the direction of the Senior Manager of Operations.
There may be the potential for the selected candidate to work remote 1-2 days per week based on the needs of the department.
Responsibilities
Coordinates high‑volume, high‑acuity discharges, including complex, interdependent scheduling of multiple appointments across multi‑specialties for procedures, treatments, diagnostics and MD visits for cancer patients.
Coordinates hospital, ambulatory multi‑day treatments, pre‑ and post‑treatment diagnostics and lab tests to align with inpatient or outpatient treatments and visits. Special attention is given to detailed coordination of high‑volume, multiple appointments within specified periods to align with treatment plans over several months or longer.
Acts as the lead patient coordinator and educator/trainer for the Patient Coordinator and other Cancer Center admin teams. Creates and maintains learning curriculum for new and existing staff. Works with management to provide communications on system updates. Creates e‑learning tips and training materials. Documents, provides feedback, answers questions, and provides enhancement requests. Identifies opportunities for process and quality improvement for patient flow. Identifies ongoing training needs. Determines appropriate interventions and coordinates with practice leadership and key stakeholders to monitor trends and improvement initiatives.
Assists in supporting operational strategies, initiatives through the ambulatory network with a key focus on patient access, specifically clinical and front‑end workflows and patient experience.
Educates patients on necessary instructions for tests, order of sequential and parallel appointments across the cancer continuum, including coordinating care across surgical, medical and other oncology specialties (Medical Oncology and Hematology, Surgical Oncology, Gynecologic Oncology, thoracic surgery, etc.) as well as multi‑day ambulatory chemotherapy treatment calendars, pre‑ and post‑treatment testing and labs and diagnostics.
Manages frequent rescheduling and re‑coordination of numerous interdependent complex appointments due to the acuity of cancer patients in treatment who need treatment breaks or delays or have changes in treatment plans during the course of treatment, causing treatments to be frequently changed or held due to patient side effects of care.
Ensures patient appointments and treatments and tests do not fall through the cracks.
Ensures patient compliance with appointments and tests to ensure continued treatment.
Identifies and facilitates patients with financial needs to the Financial Navigation team.
Discharges patients and schedules follow‑up clinic appointments for patients in Cerner/EWS; schedules testing appointments for patients in Cerner or outside on behalf of the patient; gives patients necessary instructions for their ordered test(s); advises patients on the need for authorization/pre‑certification; copies scripts that are given to patients.
Performs end‑of‑day and monthly reconciliation to ensure that all required treatments and appointments have been scheduled.
Provides MD and care team with end‑of‑day reconciliation of outstanding requirements for documentation of ordered tests and treatments to ensure that patients coming in for future appointments have all the necessary documentation and orders in place so financial and clinical processes can take place and not delay patient care.
Monitors and follows‑up on "no show" patients to identify and elevate patient compliance issues. Prepares reports on trends for no shows and cancellations.
Identifies potential billing and insurance issues; has patients complete all of the appropriate forms.
Ensures that all necessary information is provided to the Cancer Center Treatment/Procedure Authorization Team. Ensures the patient completes all necessary paperwork; provides appropriate insurance documentation.
Provides cross coverage for Patient Flow Coordinators and is bi‑directionally versed in fulfilling that role within the cancer center.
Communicates daily with Financial Navigation staff, Financial Clearance team, Patient Flow Coordinators and all cancer center staff to facilitate smooth flow of patient discharge and overall smooth operations of the center.
Maintains a calm, friendly and positive demeanor to ensure patient and referring MD service excellence while meeting the operational needs of the center.
Creates spreadsheets and reports related to various reconciliation and operational issues, as required to support increased volume and future growth of the Cancer Center.
Supports administrative functions related to obtaining orders from physicians and responding to inquiries as necessary.
Greet patients and answer telephones in the assigned area and assist callers and direct calls, as appropriate.
Maintains the day‑to‑day operation of Cerner performance workflow.
Provides coverage for Patient Flow Coordinators in the Cancer Center and is back up for other cancer center sites, as required.
Qualifications
Required Qualifications:
Bachelor's degree.
At least 4 years of experience working in a hospital ambulatory setting.
Experience in direct, face‑to‑face patient and physician customer service related to healthcare.
At least 3 years of experience in patient scheduling.
Training and/or teaching experience.
Experience with Microsoft Office applications.
Ability to prepare reports on activities and trends.
Problem‑solving skills.
Excellent verbal and written communication skills.
Preferred Qualifications:
Experience in cancer or cancer‑related outpatient or ambulatory healthcare services.
Experience working with Cerner.
Bilingual in Spanish and English.
Verification of Degree:
Verification of degree (e.g., diploma or official transcript) is required for this role. Upload of documentation must be included with your application for consideration.
Additional Requirements
Successfully complete pre‑employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services.
Complete electronic reference check with a minimum of three professional references.
Successfully complete a 4‑panel drug screen.
Meet regulatory requirements for pre‑employment screenings.
Provide a copy of any required New York State license(s)/certificate(s).
Benefits
Anticipated Pay Range: $66,471 – $74,856 per year.
In addition, the position offers generous leave, health plans, and a state pension.
EEO Statement
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. If you need a disability‑related accommodation, please call the University Office of Equity and Access at (631)632‑6280.
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