About City of Hope

City of Hope's mission is to deliver the cures of tomorrow to the people who need them today. Founded in 1913, City of Hope has grown into one of the largest cancer research and treatment organizations in the U.S. and one of the leading research centers for diabetes and other life-threatening illnesses. City of Hope research has been the basis for numerous breakthrough cancer medicines, as well as human synthetic insulin and monoclonal antibodies. With an independent, National Cancer Institute-designated comprehensive cancer center at its core, City of Hope brings a uniquely integrated model to patients spanning cancer care, research and development, academics and training, and innovation initiatives. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. City of Hope’s affiliated group of organizations includes Translational Genomics Research Institute and AccessHopeTM. For more information about City of Hope, follow us on Facebook, Twitter, YouTube, Instagram and LinkedIn.

City of Hope’s commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work - and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

Oversees daily scheduling operations of City of Hope South Pasadena, Pasadena and Antelope Valley. Schedules patients for surgery and coordinates operating room schedules of multi-disciplinary, multi-site surgeons. Trains and supports newly hired scheduling team members. Assists Practice Administrator in managing day-to-day operations and process improvements of all medical departments at times. May be required to step in and cover scheduling responsibilities in any one of the Community Practice locations in times when additional support is needed.

Key Responsibilities include:

• "Opens" or “Closes” the surgical department each day, according to office policy
• Assists Practice Administrator and/or Director of Practice Management with daily operational duties, if needed, at times when the Director is off premises, such as: overseeing front office staff for all other departments, processing invoices and daily deposits
• Trains all newly hired schedulers and covers scheduling responsibilities in the Community Practices when additional support is required
• Schedules and completes any active work list items (including: all pre-op orders, laboratory and diagnostic studies) as ordered by the surgeon in the EMR
• Counsels patients concerning scheduled surgery, financial obligation and gives pre-operative instructions
• Requests authorization and/or pre-certification from health plans prior to scheduled surgery for surgical procedure and hospital days
• Arranges for assistant surgeon coverage and proctorship coverage as needed
• Schedules surgeries within established surgical block times with affiliated hospitals as requested by surgeons
• Enters surgical scheduling information into practice management software
• Prepares complete surgical packets and scans into electronic medical record
• Monitors daily co-pay report for department and assures collection of co-pays and patient financial responsibility at the time of check in by medical receptionists.
• Assures surgeons’ outpatient schedules are on time and communicates with support staff when there is a delay
• Informs patients in the reception area when surgeons are running behind—offers to reschedule patients.
• Screens visitors; no non-patient or family visitor may visit the medical floors without a prescheduled appointment
• Ensures all faxes are cleared off the machine and distributed throughout the day
• Ensures patient reception areas are neat and clean at all times throughout the day
• Ensures incoming reports are scanned to medical records throughout the day
• Ensures physician requests are monitored throughout the day, via EMR, phone, email or verbal instruction
• Assists Practice Administrator and/or Director of Practice Management and/or Director of Clinical Operations with orientation of new employees
• Maintains company code of conduct and patient confidentiality as regulated by HIPPA
• Assures daily payment batches are prepared and forwarded to corporate finance department
• Assures all office supply inventory for the department is maintained and ordered when supplies are low
• Works with the Practice Administrator and/or Director of Practice Management to develop process improvements and manage workflows
• Serves as the scheduling lead and willing supports and mentors all on the scheduling team as needed
• Attends all regular staff meetings.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Basic education, experience and skills required for consideration:

• High School Diploma
• Eight plus years work experience in a medical environment.
• Medical Terminology

Preferred education experience and skills:

• Eight plus years medical office experience
• EMR experience

Additional Information:

• As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.
• The estimated pay scale represents the typical [salary/hourly] range City of Hope reasonably expects to pay for this position, with offers determined based on several factors which may include, but not be limited to, the candidate’s experience, expertise, skills, education, job scope, training, internal equity, geography/market, etc. This pay scale is subject to change from time to time.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.