Treatment Scheduler - COPS

Closure Date: April 8, 2025 11:59 PM CST 

Position #: 9003284

Union: Saskatchewan Government and General Employees Union

Bargaining Unit: SGEU - Saskatchewan Cancer Agency

City/Town: Saskatoon

Facility: Saskatoon Cancer Centre

Department: Community Oncology Program

Type: Full-time regular

Expected Start Date: April 28, 2025

FTE: 1

Shift Information: Days

Hours of Work: In a 3 week rotation; 14 shifts of 7.77 hours

Salary or Pay Band: Pay Band 3, $24.844 to $29.142 (5 step range)

General Description: A Treatment Scheduler provides coordination of treatments for patients of the Saskatchewan Cancer Agency including patients treated at the Allan Blair Cancer Centre (ABCC), Saskatoon Cancer Centre (SCC) and Community Oncology Program of Saskatchewan (COPS) centers. The incumbent facilitates all treatment scheduling activities including scheduling the patient for pre-treatment and/or treatment appointments. To ensure timely scheduling of treatments, the incumbent will work closely with the members of the medical and/or radiation care teams, COPS centre staff, patients, and their families. This position requires accuracy in the collection and record of pre-treatment and/or treatment volumes and other statistical data. 

QUALIFICATIONS:

Education

• Grade 12
• Medical Office Assistant certificate (OR) Office Education/Secretarial certificate plus completion of a Medical Terminology course (OR) completion of a Nursing or Radiation Therapy program. 

Experience

• Twelve (12) months recent experience working in a medical office environment or hospital unit setting using clerical, reception, and scheduling skills.

Skills

• Demonstrate competence in the use of computers and Microsoft applications.
• Ability to interpret detailed information and communicate effectively both orally and in writing.
• Human relations skills required to empathize with complaints and/or concerns and establish rapport with patients, the public and other staff.
• Moderate judgment and problem-solving skills are required to select the most appropriate action from a variety of alternatives.
• Strong organizational skills and the ability to prioritize workload.
• Ability to work independently.
• Ability to manage multiple tasks in various stages of completion according to priorities.
• Maintain confidentiality.
• Accuracy of fine motor movements for typing/data entry is required.
• Ability to type proficiently. 
• Ability to critically think.
• Knowledge of culturally responsive care for First Nations and Métis people.

KEY RESPONSIBILITES:

Receptionist/Clerical

• Greet patients, clients and/or the public to unit and assists them with scheduling concerns or conflicts.
• Provide reception duties by answering telephone calls.  Required to triage phone calls and deal with issues, refer to others as appropriate, and take messages.
• Create, edit and format documents such as letters, memos, minutes, reports, presentations, policies and procedures, forms, labels and charts using a variety of computer software.
• Maintain databases, inputs statistical data, and prepares reports (e.g., evaluations, utilization statistics).
• Contact host hospital for environment services such as housekeeping and health records when needed.
• Ensure work area and office supplies are maintained.
• Prepare purchase requisitions for supplies when necessary.
• Distributes information to staff in unit.
• Protects privacy and confidentiality of all patient information.

Scheduling

• Provides instruction and support to patients and families regarding pre-treatment and/or treatment appointment.
• Schedule diagnostic and other procedures as required. 
• Schedules pre-treatment and/or treatment appointments and review patient appointments.
• Load leveling the complexity of patient treatments equally to ensure workflow is balanced.
• Ensure treatments are scheduled accurately to prevent or reduce overtime.
• Follow booking guidelines to ensure accurate scheduling of treatment regimens.
• Liaise with appropriate departments and/or outside organizations to ensure patients are scheduled correctly, and pre-treatment and/or treatment units are available for administration on the scheduled date. The Treatment Scheduler who is scheduling treatments in COPS centers will work closely with site-specific COPS nurses and/or pharmacists.
• Must excel in managing complex patient scenarios and be able to collaborate with other disciplines.
• Process lab orders corresponding to treatment appointments and provide to patient.
• Maintains schedule and booking statistics and guidelines.
• Assists with development of scheduling policies and procedures.
• Creates standard work processes in coordination with the manager for scheduling efficiency.

QA and Audits

• Collect and log statistical data such as Decision to Treat (DTT) and/or Ready to Treat (RTT) and/or third (3rd) next available and/or treatment administration and/or other indicators and provide reports as required.
• Maintains statistical information while interpreting and categorizing data to ensure accurate patient wait time predictors are collected and reported.
• Performs QA of data that is used for reporting. 

Department Support

• Provide operational support to department as required and coverage as assigned. 
• Photocopies, scans, and faxes as required.
• Request and distributes charts as required.
• Attends various meetings and serves on committees as required.