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Intake Coordinator


JOB TITLE:  Intake Coordinator

REPORTS TO: Practice Administrator

JOB LOCATION: Pinnacle Oncology Hematology


Facilitate scheduling for patients of corresponding physician/provider including scheduling of new patient consultations, recurring clinic appointments, patient testing and medical procedures for both clinical and research purposes.


  • Scheduling and coordination of patient appointments, including potential research patients as well as requesting outside records for new patient appointments.
  • Ensure appropriate and pertinent medical records are requested, obtained and are placed on the new patient chart for review, prior to the patient’s clinic encounter.
  • Creates new patient record in practice management systems and EHR.
  • Maintain data in scheduling software system.
  • Act as liaison for patients enrolled on clinical trials and for patients on standard therapies communicating information to both patients and referring physicians.
  • Obtain laboratory reports, scan results, biopsy results, outside hospital records, et al. as necessary to facilitate patient care.
  • Track laboratory, medical, procedural, and scan reports thus ensuring test/procedure reports are completed and available for physician/provider/nurse review and notify appropriate personnel as needed.
  • Assists with the maintenance of the scanning of outside and internal clinical records and reports.
  • Notify billing office when tests/procedures/scans etc are scheduled (this is done by providing the billing office with appropriate copies of test/procedure/scan/orders etc. documenting what is scheduled).
  • Collection of co-payments and deductibles from incoming patients according to financial schedule as needed.
  • Manage incoming patient telephone calls regarding care and emergencies for corresponding physician as needed.
  • Patient follow-up as directed.
  • Assists with daily preparation of paperwork and EHR scanning at end of day for next clinic day
  • Assist with faxing requested patient records.
  • Other tasks as assigned.


  • Excellent interpersonal skills
  • 2 years experience scheduling in a medical office required.
  • Computer proficient including Microsoft Word.
  • Familiar with medical and oncology specific terminology.
  • Fast and accurate recordkeeping skills.
  • Service-oriented and professional demeanor.
  • Ability to multi-task and manage time effectively.