New Patient Coordinator-Dallas, Tx

The US Oncology Network is looking for a Senior New Patient Coordinator to join our DFWW New Patient Coordinator Team at Methodist Charlton, Texas Oncology. This full-time position will support our Dallas, Tx clinic. Hours are 8:30a - 5:00p, Monday through Friday. Minimal travel once per month (maybe).

As a part of The US Oncology Network, Texas Oncology delivers high-quality, evidence-based care to patients close to home. Texas Oncology is the largest community oncology provider in the country and has approximately 530 providers in 280+ sites across Texas, our founders pioneered community-based cancer care because they believed in making the best available cancer care accessible to all communities, allowing people to fight cancer at home with the critical support of family and friends nearby. Our mission is still the same today-at Texas Oncology, we use leading-edge technology and research to deliver high-quality, evidence-based cancer care to help our patients achieve "More breakthroughs. More victories." in their fight against cancer. Today, Texas Oncology treats half of all Texans diagnosed with cancer on an annual basis.

The US Oncology Network is one of the nation's largest networks of community-based oncology physicians dedicated to advancing cancer care in America. The US Oncology Network is supported by McKesson Corporation focused on empowering a vibrant and sustainable community patient care delivery system to advance the science, technology, and quality of care.

What does the New Patient Coordinator do?

The Senior New Patient Coordinator (NPC) performs complex, high-impact patient access and referral coordination functions requiring advanced knowledge, independent judgment, and sustained collaboration across multiple departments. This role operates with minimal supervision and is accountable for managing multi-provider, multi-site referral workflows that directly impact patient access, provider efficiency, operational throughput, and revenue integrity.

The position exceeds standard scheduling or front-desk functions and is classified as a senior-level operational role due to its scope, decision-making authority, and risk mitigation responsibilities.

Essential Duties and Responsibilities:

• • Independently manages high-volume, multi-provider referral pipelines across multiple clinics or service lines.
  • Serves as a primary coordination point between site leadership, providers, clinical staff, financial counseling, and external referral sources.
  • Maintains accountability for referral progression from intake through scheduling or documented closure.
  • Exercises discretion and judgment to prioritize referrals, escalate issues, and prevent downstream operational or clinical delays.
  • Manages multiple shared communication channels (email inboxes, referral portals, EMR work queues) concurrently.

  Primary Functions (Job Complexity & Leveling Factors)

  Referral Intake, Triage & Coordination

  • Performs comprehensive intake and preliminary review of new patient referrals to determine readiness for provider review and scheduling.
  • Applies provider-specific and service-line-specific criteria to assess referral completeness and appropriateness.
  • Initiates corrective actions to obtain missing or incomplete documentation, medical records, imaging, or test results.
  • Maintains referral ownership and accountability through completion, requiring sustained follow-up and coordination.

  Medical Records & Documentation Oversight

  • Manages medical records intake and organization based on individual provider preferences and specialty requirements.
  • Conducts initial review of medical records to confirm completeness and relevance prior to submission for provider review.
  • Prepares and standardizes referral packets to reduce provider review burden and prevent scheduling rework.
  • Acts as a quality control checkpoint to ensure referrals meet internal standards before advancement.

  Scheduling Authority & Operational Alignment

  • Schedules new patient appointments only after confirmation of provider, clinical, and operational alignment.
  • Manages complex provider scheduling templates, including clinic capacity, specialty sessions, satellite coverage, and procedural constraints.
  • Coordinates closely with site leadership and clinical teams to align scheduling decisions with staffing, acuity, and clinic readiness.
  • Independently manages urgent or escalated referrals requiring cross-functional coordination.

  Communication & Stakeholder Management

  • Independently manages multiple shared email inboxes and communication channels with high message volume.
  • Serves as a central point of communication between internal departments and external referral sources.
  • Ensures consistent, accurate documentation of communications and outcomes within designated systems.
  • Maintains professional communication standards while managing competing priorities and deadlines.

  Financial & Authorization Coordination

  • Verifies insurance eligibility, benefits, and authorization requirements prior to scheduling.
  • Ensures required authorizations are obtained and documented to prevent appointment delays or revenue loss.
  • Coordinates with financial counseling to support clearance and patient preparedness.
  • Escalates payer-related barriers to leadership as needed.

  Risk Management, Quality & Compliance

  • Mitigates operational and financial risk by preventing inappropriate or premature scheduling.
  • Ensures compliance with HIPAA, organizational policies, and documentation standards.
  • Identifies recurring referral or scheduling issues and escalates trends to leadership.
  • Supports audits, workflow improvement initiatives, and performance monitoring efforts.

  Leadership & Organizational Contribution

  • Functions as a subject matter expert for referral and scheduling workflows.
  • Provides guidance, support, and informal leadership to less experienced staff as designated.
  • Supports onboarding, training, and standardization of referral and scheduling processes.
  • Demonstrates sustained reliability, adaptability, and independent workload management.

  Decision-Making Authority

  • Exercises independent judgment in referral prioritization, readiness determination, and escalation.
  • Determines when referrals meet criteria for provider review and scheduling.
  • Identifies and resolves workflow barriers with minimal supervision.

The ideal candidate for the New Patient Coordinator position will have the following background and experience:

• High School diploma or equivalent required; post-secondary education or equivalent experience preferred.
• Five (5) or more years of progressively responsible experience in specialty care scheduling, referral coordination, or patient access.
• Demonstrated experience managing complex, multi-provider workflows with limited oversight.
• Advanced proficiency in EMR systems and standard business applications.
• Proven ability to manage competing priorities, high volumes, and cross-functional coordination.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to be present at the employee site during regularly scheduled business hours and regularly required to sit or stand and talk or hear. Requires full range of body motion including handling and lifting patients, manual and finger dexterity, and eye-hand coordination. Requires standing and walking for extensive periods of time. Occasionally lifts and carries items weighing up to 40 lbs. Requires corrected vision and hearing to normal range.

Work Environment:

This is an onsite position. The work environment may include exposure to communicable diseases, toxic substances, ionizing radiation, medical preparations, and other conditions common to an oncology/hematology clinic environment. Work will involve in-person and virtual interaction with co-workers and management and/or clients. Work may require minimal travel by air or automobile to office sites.