Treatment Room Coordinator / Scheduler

    • Job Tracking ID: 512708-794185
    • Job Location: Scarborough, ME
    • Job Level: Mid Career (2+ years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: October 15, 2021
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

New England Cancer Specialists (NECS) is currently seeking an M-F 40hr experienced Medical Scheduler/Secretary to coordinate patient flow through the treatment room in our Scarborough location. Internally known as a Treatment Room Coordinator, the successful candidate will support our Clinic Oncology Teams and our Treatment Nursing Staff with the day to day operation of the room. The Treatment Room Coordinator will be responsible for balancing assignments for nursing staff to fit all safety and scheduling guidelines. The Coordinator will be the point person for patients checking for and checking out of their appointments and a resource for Patient Care Coordinators on regimen lengths, scheduling needs, and adding chair lengths. They will also be responsible for the coordination, scheduling of and communication around Non-oncology infusions for patients receiving these services at their site. The successful candidate will have a minimum of 2 years of experience as a Medical Scheduler/ Secretary, specialty medicine, and oncology preferred.

NECS offers competitive pay, new employees are eligible to earn up to 3.4 weeks of Paid Time Off in their first year with the practice, as well as an additional 10 paid company holidays. We offer medical, dental and vision insurance and eligibility starts the 1st of the month after your hire date!

NECS is a private medical practice composed of 15 oncologists and hematologists serving Maine and New Hampshire from 5 different locations. NECS is committed to achieving the best outcomes and providing unmatched support in all areas for every patient. Nationally recognized as 1 of 12 Oncology medical Homes in the nation and the first private practice to become a member of the Dana Farber Cancer Care Collaborative. NECS brings together top clinicians, researchers, and dedicated medical professionals, clinical and non0clinical to create the best possible experience for our patients.


  • Preps pod schedule for next day to balance assignments
  • Monitors pod schedule throughout the day to fit in add-ons, adjust for cancelations, balance nurse assignments
  • Answers infusion room main phone line. Point person for add-ons and cancelations. Adds patients into schedule in EMR
  • Schedules level 1 visits and pump disconnects that are time dependent
  • Ensures all patients leave treatment room with their next appointment information
  • Seeks and scans documents into the EMR as needed by infusion nurses
  • Friday of each week: Readies all weekend orders, verifies all weekend patients are scheduled accurately
  • Point of contact for NOI scheduling for outside/referring offices
  • Completes all NOI dash encounters before end of business day
  • Answer call patient portal (CareSpace) messages from NOI patients
  • Updates NOI forms as needed by Pharmacy/practice
  • Schedules all new and subsequent NOI visits
  • Follows all urgent/emergency protocols.
  • Communicates clearly and professionally to patients and staff.
  • Communicates consistently and frequently with provider led team(s) any changes to or effecting patient care plan to ensure best possible care for every patient.
  • Assist in training new staff or cross-training for coverage needs at the direction of the Office Manager.
  • Successfully maintain a pleasant, professional demeanor under stressful conditions working with a wide range of patient personalities.

Weekends: This is a Monday-Friday 8 hour per day 8:00-4:30

Travel: Rare

Experience and Skills:

  • High School Diploma or GED required
  • Minimum of 2 years Medical Secretary experience in a health care field required.
  • Knowledge and application of medical terminology required.
  • Previous experience with electronic medical record (EMR) systems required
  • Exceptional customer service experience required.


  • New England Cancer Specialists offers competitive pay and benefits to our employees.  Benefits include medical, prescription, dental and vision insurances.  Short Term and Long Term disability insurances, tuition reimbursement, generous paid time off and company paid holidays.
  • Jeans Fridays: for a $2.00 donation employees can wear jeans on Fridays.  100% of this moment goes back to NECS patients in the form of gift cards to help with food, gas, and other daily necessities they have. 

Equal Employment Opportunity Policy

New England Cancer Specialists provides equal employment and promotional opportunity to all qualified employees and applicants, on the basis of experience, knowledge, training, education, ability to perform the essential functions of a position, and overall performance. All employment and promotional opportunities will be conducted in a lawful basis without regard to an individual’s race, gender, age, religion, national origin, ancestry, color, physical or mental disabilities, sexual orientation, marital status, veteran status, or other characteristic protected under Federal, State, or local law.

If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time by contacting Human Resources at (207) 303-3372 or email us at