Patient Intake Coordinator Outpatient Oncology

About Southwest Florida Proton

Southwest Florida Proton is a freestanding outpatient proton therapy center located in Fort Myers Florida. We are dedicated to delivering advanced precise cancer care to patients from Southwest Florida and across the country and globe. Our multidisciplinary team collaborates with referring physicians academic medical centers and major health systems to ensure every patient receives a seamless compassionate and highly coordinated treatment experience.

Position Overview

The Patient Intake Coordinator is a pivotal role within our center serving as the primary point of contact and advocate for patients from initial inquiry through the conclusion of treatment. This position demands exceptional organizational acumen superior communication skills and the clinical insight to navigate complex medical information with accuracy and professionalism.

The ideal candidate is a highly motivated healthcare professional ideally a Registered Nurse or clinician with equivalent experience who thrives in a fast-paced environment and possesses the critical thinking skills required to manage intricate patient cases involving multi-institutional coordination complex medical records and patients traveling from distant locations.

Key Responsibilities:

Medical Records Management

Collect request and organize comprehensive medical records from referring hospitals academic medical centers health systems and private practices across the United States and internationally

Obtain and manage a full spectrum of records including diagnostic imaging studies and image files (CT MRI PET X-ray) pathology and surgical reports laboratory results prior radiation and systemic therapy records and consultative notes

Ensure all records are complete accurately filed and readily accessible to the clinical team in advance of consultations and treatment planning

Follow up diligently with external providers health information departments and referring offices to resolve incomplete or delayed record requests

Maintain meticulous documentation standards in compliance with HIPAA regulations and organizational policies

Patient Navigation & Care Coordination

Serve as the dedicated patient navigator guiding patients and their families through every phase of care from initial intake through completion of treatment

Schedule and coordinate consultations simulation appointments treatment planning sessions and on-treatment visits in collaboration with the clinical team

Proactively communicate with patients regarding next steps appointment logistics and care milestones to reduce uncertainty and enhance the patient experience

Identify and address barriers to care escalating clinical concerns to the appropriate clinical staff promptly

Maintain ongoing tracking of each patients status ensuring no steps in the care continuum are missed

Travel & Accommodations Coordination

Coordinate travel logistics and lodging accommodations for patients and families traveling to Fort Myers from out of the area other states and internationally

Connect patients with available assistance programs partner accommodations and local support resources as appropriate

Anticipate and proactively resolve logistical challenges to ensure a smooth and stress-free patient experience

Internal & External Communication

Serve as a professional liaison between Southwest Florida Proton and referring providers including academic medical centers large and small health systems and private practices throughout the United States and internationally

Communicate effectively with internal clinical dosimetry physics nursing and administrative teams to ensure cohesive patient care delivery

Prepare and transmit clinical correspondence including referral communications treatment summaries and care coordination updates

Represent the center with the highest level of professionalism sensitivity and expertise in all interactions

Problem Solving & Administrative Functions

Exercise sound judgment and creative problem-solving to navigate complex scheduling conflicts missing records insurance or authorization issues and other operational challenges

Anticipate potential obstacles in the patient care journey and develop proactive solutions

Maintain and update patient tracking systems and intake workflows to support operational efficiency

Perform other duties as assigned to support the mission of the center

Required Qualifications

Minimum of 3 years of experience in a healthcare setting with demonstrated medical records coordination patient coordination or care navigation responsibilities

Exceptional verbal and written communication skills with the ability to interact professionally with patients families and providers at all levels

Outstanding organizational planning and time management skills with proven ability to manage multiple complex cases simultaneously

Demonstrated ability to collect interpret and organize a broad range of medical records and imaging documentation

Strong problem-solving skills and ability to work independently in a fast-paced environment with minimal supervision

Proficiency with electronic health records (EHR) systems and standard office software

Ability to work on-site Monday through Friday day shift 40 hours per week

Preferred Qualifications

Registered Nurse (RN) licensure strongly preferred; candidates with active Florida RN license or ability to obtain Florida licensure are especially encouraged to apply

Clinical background in oncology radiation oncology or a related specialty

Experience working with or coordinating referrals from academic medical centers and large health systems

Prior experience coordinating care for patients traveling for treatment

Familiarity with proton therapy radiation oncology or complex cancer treatment pathways

Bilingual communication skills are a plus

Core Competencies

Patient-centered advocacy and empathy

Cross-functional and multi-institutional collaboration

High-level critical thinking and clinical judgment

Detail orientation and process discipline

Adaptability and composure under pressure

Professional discretion and confidentiality

Work Environment

This is a full-time on-site position based at our Fort Myers Florida facility. The Patient Intake Coordinator works in a professional clinical office environment. Occasional extended hours may be required based on patient care needs. This position does not involve direct hands-on patient treatment but requires regular interaction with patients and clinical staff.

Southwest Florida Proton is an Equal Opportunity Employer.

We are committed to fostering an inclusive diverse and supportive workplace for all team members.