Wentworth-Douglass Hospital Job - 30880725 | CareerArc
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Company: Wentworth-Douglass Hospital
Location: Dover, NH
Career Level: Associate
Industries: Healthcare, Pharmaceutical, Biotech


  • The Seacoast Cancer Center at Wentworth-Douglass Hospital provides the most comprehensive program of medical and radiation oncology in the Seacoast of NH and Southern Maine. Our services include diagnostic testing, chemotherapy services, radiotherapy services, clinical trials and a full complement of support services designed to meet the specials needs of our patients and families.
  • The Admin Oncology Specialist coordinates multi-disciplinary oncology practice operations by appropriately scheduling multiple appointments and tests for a complex patient population.
    • Answers telephone per hospital customer service standard and returns calls within 24 hours.
    • Manages daily schedule for physicians by following clinic guidelines in place related to volume, hours, availability and acuity.
    • Schedules and coordinates appropriate clinic visits in electronic medical record, based on physician's orders. Coordinates with primary nurse for any additional orders that may be needed. Moves order date as required.
    • Performs all duties related to scheduling treatments to align with assigned plan of care.
    • Schedules and coordinates outside referral appointments to tertiary care facilities, palliative care, general surgery and other specialty offices. Includes review of insurance coverage limits and coordinating referrals with primary care provider offices.
    • Obtains insurance pre-authorizations when needed for patient diagnostic testing or tertiary facility referrals, when applicable.
    • Schedules and coordinates appointments for clinics, multidisciplinary clinics, and conferences in conjunction with nursing staff.
    • Schedules and coordinates outside testing based on physician orders. Documenting updates in the patient's chart.
    • Schedules and coordinates Care Van rides for patients with scheduled appointments in the Seacoast Cancer Center.
    • Effectively manages patients' needs to reschedule appointments, or update patient appointments/treatments due to change in plan of care.
    • Verifies insurance information and coverage for imaging appointments and office visits. Documents authorization and referral in electronic medical record for future reference.
    • Documents update to patient schedule via electronic medical record for co-workers and nursing staff reference.
    • Reviews and provides radiology with most recent safety screening questionnaire reviewed with patient and identified concerns.
    • Runs required reports related to scheduling and billing procedures. Audits daily charges to ensure correct billing prior to export. Coordinates missing charges with coding, physician, and nursing staff.
    • Reviews and updates daily technical billing charges using appropriate levels within 48 hours of date of service prior to the daily export.
    • Responsible for understanding the complexities of both professional fees and technical charges.
  • Organizes daily operations of physician schedule to promote a smooth functioning office.
    • Files, collates, photocopies and electronically manages reference documents and procedures related to scheduling.
    • Maintains work area in a professional and organized manner.
    • Maintains HIPPA compliant work area, related to patient documentation and verbal communication.
    • Assists with training and orientation of new staff to the department.
    • Assists with data collected and office support as needed.
    • Performs all other related tasks which would facilitate the flow of patients through the practice, or which would enhance the quality of service to patients.
  • Exhibits the ability to oversee multiple demands, manage shifting priorities and demonstrates critical thinking skills.
    • Effectively manages the flow of medical information internally and externally.
    • Manages rapid changes in clinical decisions and conveys any appropriate changes to patients in an efficient and timely manner.
    • Acts as a liaison between patient and both internal and external health care providers.
    • Responds to clinical requests in an appropriate and timely manner.
    • Ability to manage competing priorities with calm, organized demeanor.
    • Demonstrates critical thinking skills and the ability to independently work through difficult issues.
  • Facilitates clear and open communication with patients, patients' families, physicians, clinical staff and support staff. Coordinates multiple modes of communication with WDH departments and other outside contacts.
    • Accurately confirms and documents patient demographic information upon check in and check out
    • Clearly identifies next appointment for patient both verbally and in writing during the checkout process. Providers patient with accurate appointment card.
    • Demonstrates results oriented behavior by building trust through reliability and authenticity with all WDH peers.
    • Coordinates all testing and appointments under the direction of the physician for all SCC patients.
    • Provides support to co-workers when in need. Assists with workload and assignments when time allows.
    • Is collaborative and respectful with staff, departments, and referring offices in a way that supports teamwork.
    • Maintains strong working relationships with physicians and clinical staff to ensure open daily communication is taking place to support safety and patient care.
    • Provides patients and patient family members with outstanding customer service.
    • Provides immediate follow up to patients with questions, concerns, or rescheduling needs.
  • Maintains knowledge of cancer care and services offered at the Seacoast Cancer Center.
    • Participates in ongoing educational series related to upgrades and system changes.
    • Identifies process and system enhancements to improve workflow and offers ideas for improvement.
    • Understands treatment options offered to patients at Seacoast Cancer Center and provides education to co-workers.
    • Understands programs and services available to cancer patients and educates co-workers to improve communication.
  • Demonstrates competencies in using computer systems, office equipment, and resources to facilitate daily operations.
    • Understands and utilizes the electronic medical record to perform daily tasks including but not limited to registration, scheduling, data collection, and patient demographics.
    • Ability to utilize, troubleshoot, and coordinate tickets with Information Systems on all equipment used such as PC, printers, fax machines, and phones.
    • Ability to utilize Microsoft Office Suite, the electronic medical record(s), and other office/hospital issued software utilized in the Seacoast Cancer Center.


  • Experience Minimum Required
    • 3 years in a healthcare office setting supporting patients directly
  • Experience Preferred/Desired
    • Over 4 years in a multi-entity scheduling office, specifically oncology
  • Education Minimum Required
    • High school or equivalent
  • Education Preferred/Desired
    • College degree
  • Special Skills Minimum Required
    • Ability to initiate conversations and answer questions from medical personnel; ability to handle sensitive issues with a calm reassuring demeanor.
    • Ability to problem solve; ability to work under stressful demanding situations; ability to work within a team concept.
    • Ability to interact effectively with people of various backgrounds, skill levels, and value system.
    • Computer manipulation, verbal and written communication skills, mechanical aptitude.
    • Ability to make effective judgments and decisions based on objective criteria.
    • Ability to perform excellent internal and external customer service.

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