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Treatment Room Coordinator / Scheduler

    • Job Tracking ID: 512708-855066
    • Job Location: Scarborough, ME
    • Job Level: Mid Career (2+ years)
    • Level of Education: High School/GED
    • Job Type: Full-Time/Regular
    • Date Updated: May 15, 2023
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Are you looking to make an active difference in people’s lives every day?  Are you looking for work life balance, paid holidays, and generous paid time off?  If your answer is yes, then look no further than New England Cancer Specialists Northern New England’s largest private Oncology practice, and proud Dana Farber Affiliate.  Where the goal is to make life better for people with cancer and blood disorder.

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 patients in using safety and scheduling guidelines. The coordinator will be the point person for patients checking in for and out of their appointments and a resource person 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 14 oncologists and hematologists serving the region from 5 different locations in Maine and New Hampshire. Our mission is to make life better for people with cancer and blood disorders. Kindness, compassion, and respect are part of everything that we do - from our phone operators to our physicians, every person on our team is important, and everyone makes a difference. We are proud to be the first Dana Farber Affiliate practice in the country, striving to provide the highest quality care and unmatched, holistic support for every patient, every day.


  • 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 (Care Space) 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 a comprehensive benefits package to our employees, including part-time employees over 20 hrs. per week. Our benefits include medical, prescription, dental, and vision insurances. Company-paid Life Insurance, Short Term, and Long-Term disability insurances as well as Long Term Care insurance. Other benefits include a company-sponsored retirement program, generous Paid Time Off in addition to 10 Company-paid holidays, and other voluntary benefits
  • Benefits are effective 1st of the month after hire date. 

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