Clin Research Site Scheduler

City of Hope

South Pasadena, CA

ID: 7064937 (Ref.No. 10005670)
Posted: February 27, 2020
Application Deadline: Open Until Filled

Job Description

About City of Hope
City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

Responsible for the scheduling of appointments for research patients based on study protocols, including requests for authorization of services as needed. Schedules ordered tests and procedures, across multiple departments, and provides patient, as applicable, advanced notice on the schedule of appointments. Ensures all protocol related procedures are within approved window of time. Follows up on cancellations and ensures patient appointments are rescheduled within the approved protocol window. Communicates with the study team and/or Clinical Regional Research Site Manager any scheduling issues or concerns which may cause deviations from the planned schedule or outside of approved window. Provides patients with printed itinerary of future appointments and patient instructions regarding these appointments, as applicable. Responsible for check-in/check-out of research outpatients. Prepares necessary paperwork for patient appointments.

Key Responsibilities include:
  • Schedules patient appointments for protocol-related procedures as directed/requested by treating physician, research champion or clinical regional site manager. This includes appointments across multiple internal COH departments or external facilities.
  • Screens ordered tests and communicates to physician and/or Clinical Regional Research Site Manager those tests and/or diagnoses that do not meet criteria to be billed to insurance.
  • Creates pre-registration record and links pre-registration record to scheduled appointments. Assures that the correct pre-registration account number is linked to the scheduled appointment.
  • Creates a request for authorization of service, if applicable. Assures all pertinent information is included in the authorization request so patient financial staff can complete the authorization request as needed.
  • When necessary, directly contacts payers to secure authorization for procedures.
  • Provides patient with written itinerary/calendar for scheduled research protocol appointments. If applicable, also provides patient with patient instructions for procedures.
  • Receives and manages phone calls from patients and departments regarding research patient appointments.
  • Reviews and updates future appointments as directed by treating physician or Clinical Regional Research Site Manager.
  • Reschedules patients for research related procedure appointments as needed and notifies research team of updates. Communicates directly with Clinical Regional Research Site Manager should a patient attempt to reschedule an appointment outside of a specified window.
  • Contacts research patients as directed who fail to show for scheduled appointments. Re-schedules appointment if permissible within study parameters as directed and indicate reason for cancellation.
  • Cancels appointments for procedures as directed by the Clinical Regional Research Site Manager or treating physician, should a patient be hospitalized or for other reasons.
  • Checks in patients when they arrive for scheduled appointment and alerts clinical and research staff of patient arrival. Provides patients with wrist bands for identification.
  • Assures use of research patient identification when scheduling appointment in order to assure accuracy.
  • Assists patients on the resolution of insurance or payment issues.
  • Maintains thorough knowledge of various aspects inherent research protocols in order to provide assistance and back-up coverage when necessary.

Basic education, experience and skills required for consideration:
  • High School diploma with 2 years related experience in health care/research setting.
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.

City of Hope is a community of people characterized by our diversity of thought, background and approach, but tied together by our commitment to care for and cure those with cancer and other life-threatening diseases. The innovation that our diversity produces in the areas of research, treatment, philanthropy and education has made us national leaders in this fight. Our unique and diverse workforce provides us the ability to understand our patients' needs, deliver compassionate care and continue the quest for a cure for life-threatening diseases. At City of Hope, diversity and inclusion is a core value at the heart of our mission. We strive to create an inclusive workplace environment that engages all of our employees and provides them with opportunities to develop and grow, both personally and professionally. Each day brings an opportunity to strengthen our work, leverage our different perspectives and improve our patients’ experiences by learning from others. Diversity and inclusion is about much more than policies and campaigns. It is an integral part of who we are as an institution, how we operate and how we see our future.


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