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Munson Medical Center Intake Specialist - Oncology in Traverse City, Michigan

The Intake Specialist will be the primary point of contact for selected patients new to the Cowell Family Cancer Center (CFCC) and will support CFCC initiatives aimed at excellent customer service and coordination of care. Supports providers, nurses, and supportive care staff in facilitating services that are coordinated and communicated effectively to the entire care team. Serves as a liaison to other disciplines and departments and is the point person for logistical patient or family concerns prior to the first consult through first treatment. Prepares for multi-disciplinary conferences and clinics as assigned and manages demographic and outcomes data gathering and storage. Will serve as a liaison for patients receiving care from a tertiary center and will coordinate transitions of care across the entire continuum including post hospital discharge outpatient visits. Responsible for prompt communication utilizing the most appropriate modality to all relevant care team members for coordination of care matters.


  • Associates degree in related field or vocational training to receive either certified or registered medical assistant designation or LPN with a minimum of three years' experience in health care or equivalent combination of education and experience in lieu of an associate's degree/certification required.

  • Bachelor's degree preferred.

  • Minimum two years customer service experience.

  • Medical terminology required.

  • Demonstrated ability to establish positive working relationships and dedication to service excellence required.

  • Ability to remain calm in stressful situations and handle crisis situations.

  • Must be able to multiple-task with minimum supervision.

  • Ability to work quickly while making accurate decisions.

  • Must be an exceptional problem solver. Task/goal orientation a plus.

  • Excellent verbal and written communication and customer relations skills required.

  • Proficiency in Microsoft PowerPoint, Word, and Excel. Must possess excellent computer skills.

  • Demonstrated positive attitude and team player mentality.

  • Ability to demonstrate full working knowledge of standard oncology related concepts, practices, procedures and policies with the ability to use them in varied situations.

ORGANIZATION: Reports to the Oncology Support Services Manager, Oncology Business Manager, or Radiation Oncology Manager depending on department of service


  • Supports the Mission, Vision and Values of Munson Healthcare.

  • Embraces and supports the Performance Improvement philosophy of Munson Healthcare.

  • Has basic understanding of Relationship Based Care (RBC) principles.

  • Facilitate New Patient Process for assigned group of patients as outlined in work flow/protocol.

  • Acts as a liaison between patients, referring physicians, other hospital services, external.

  • customers, oncology physicians and advanced practice providers (APP). Will coordinate patient's outpatient visits with the inpatient team upon discharge. Coordinate care with genetics, social work, dieticians, integrative oncology, etc.

  • Discuss urgent cases and new referrals with physicians and/or APPs as appropriate.

  • Develops and maintains working relationships with various disciplines and departments.

  • Obtain outside pathology slides or radiographic studies prior to the appointment and arrange for review by Munson Pathology or Radiology.

  • Monitor timely receipt of information and follow-up to locate needed records.

  • Notify physician or nurse practitioner of submitted radiology films and dates for patients being reviewed prior to new patient visit.

  • Serve as point person for patient or family concerns prior to new patient visit.

  • Meet with patients on first clinic day to welcome patient and assure all records are here, sign forms, and submit any last minute slides and/or films as well as addition medical history information.

  • Manages, and coordinates the daily activities of assigned multi-disciplinary oncology clinics as assigned including patient scheduling, check in, patient follow-up, phone call management, and medical records. Billing and other administrative activities may also be required.

  • Oversee multidisciplinary conference preparation as assigned - including distribution of information, pathology slides, and radiographic studies to the appropriate participants.

  • Attend clinical research meetings as needed.

  • Assist the clinical research nurse(s) in the coordination of care of patients treated on clinical trials for assigned tumor sites.

  • Coordinates, schedules, and obtains prior authorizations for necessary tests under the direction of the oncology physician and/or APP that need to be completed for the new patient or those with complicated care plan.

  • Schedule SAME DAY urgent appointments or tests if needed as directed by provider and within the confines of schedule. Ensure patient's urgent needs are addressed, coordinated and communicated to patient and relevant care team members.

  • Assists in maintaining and overseeing an organized and professional physical environment

  • Assists in the development of documents. Prepares and distributes mailed and electronic correspondence in a professional and effective manner.

  • Generates statistical reports, clinical reports, and others as requested

  • Manage database/spreadsheet of new patient information.

  • Manage and monitor reschedule work lists, when necessary, making sure all patients are rescheduled properly being aware of patients on research trials.

  • Assist in the development and management of multi-disciplinary clinic schedules as assigned.

  • Process deceased patient forms.

  • Communicate via Notification system in ARIA/Equicare.

  • Performs other duties, as assigned.