Oncology Access Coordinator- CVAP

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A Brief Overview
This position serves as the single point of contact for new CVAP patients and their families. Interaction ranges from initial phone call until first visit, and for receipt of clinical information required for initial visit and diagnostic work up. Position is responsible for receiving and processing all incoming phone calls and web requests from patients, families, and referral sources. Responsibilities include: coordinating appointments for new patients with multiple providers both in the Main Campus Oncology Clinic and at the MultiD clinic; collecting registration information for new patients to be entered into Salesforce/ EPIC, and Complex Scheduling to coordinate ancillary appointments for patients before and/or after their first visit. The Intake Coordinator assists patients in retrieving all materials necessary for their initial appointment, including outside imaging films, pathology slides, specimens, operative reports, medical records, etc., and ensuring that all materials have been reviewed and received as appropriate by the clinical team prior to the initial patient appointment. This position will also provide coverage for other intake coordinators and will serve as a liaison between patients/families and the financial counselor(s) and case managers serving CVAP patients.

Location: Philadelphia Campus – Hub for Clinical Collaboration

Schedule: 3500 Civic Center Blvd, Philadelphia, PA 19104

Work Schedule: (Full-Time)

• Monday – Friday: 8:00 AM – 4:30 PM

• Hybrid after first 90 days (2 days remote / 3 days onsite)

What you will do

• Serves as a single point of contact with new solid tumor patients, from initial phone call until start of treatment, and for receipt of clinical info required for initial visit
• Receives web-based and telephone requests on Oncology Intake phone and email address
• Answers referral calls from physicians and families, and Outreach Director
• Educates referrer/family about next steps and what is required for initial visit to CHOP
• Complex scheduling of new solid and neuro-oncology tumor patients with multiple specialists and for diagnostic testing
• Obtains insurance information and coordinates with Oncology Financial Counselor and Insurance Specialist to verify benefits and to obtain proper authorization(s).
• Obtains all clinical information required for initial visit, including pathology reports, operative reports, imaging studies (CD-Rom), etc.
• Receives and tracks clinical documents sent to CHOP Oncology from external hospitals to centralize process and minimize loss of documents; communicates receipt of same to appropriate clinical team(s)
• Determines if patient needs to be seen urgently, then pages clinicians (NP/Fellow/Attending)
• Keeps family and referring physician informed of new case disposition (waiting for imaging studies, new appointment scheduled, treatment start date, etc.)
• Welcomes new families to chop by greeting upon arrival to initial visit.
• Communicates to referrer outcome of initial visit when referrer calls; assists in development of systems and processes which automate referrer communications
• Sends personalized thank you note to referrer, including name of attending physician and Oncology Intake Coordinator contact information
• Refers inquiries regarding available clinical trials to appropriate Section Chief or Director of Oncology Clinical Research
• Works closely with clinical teams while physically located in clinic work space.
• Reports intake data and trends to Access Supervisors and alerts team to potential barriers to care.

Education Qualifications

• Associate's Degree - Required
• Bachelor's Degree Social Work - Preferred

Experience Qualifications

• At least two (2) years Experience working in a high-volume, healthcare environment - Required

Skills and Abilities

• Individual must be organized, dependable, and able to make independent judgments.
• Excellent telephone and written communication skills are required as is proficiency with computers.
• Ability to multi-task and prioritize is crucial to success in this position.
• Compassionate listening skills are required for family distress related to new diagnosis.
• Ideal candidate has strong interest and desire for extensive patient and family interaction
• Requires high commitment to customer service
• Excellent knowledge of insurance verification/ authorization processes.
• Experience with complex scheduling and use of EPIC (electronic medical records system).

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.