AIC Scheduler / Medical Scheduler-Coordinator

See your work in a new light.

At LUX Infusion, we’re reimagining infusion care as something more human, more supportive, and more connected. We lead with compassion and clarity - helping patients feel confident in moments that matter, while giving providers and partners the trust and insight they need to deliver better outcomes.

As a clinician-led, U.S.-based organization, we put people first - helping patients feel seen and supported through faster therapy starts, dedicated care coordination, and meaningful collaboration. Our commitment to inclusion, diversity, equity, and advancement (IDEA) is central to our culture, ensuring every team member feels valued and empowered to make a difference.

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Why This Role Matters

 

AIC Scheduler is responsible for coordinating the scheduling of patients across Ambulatory  Infusion Center locations to support timely patient access, efficient chair utilization, a positive patient  experience, and effective use of clinical capacity.
This position serves as a key connection point between patients, referral sources, intake, authorization, nursing, pharmacy/medication procurement, and AIC operations. The Scheduler proactively manages the treatment schedule, helps resolve barriers that could delay treatment, 
follows up on cancellations and unscheduled patients and supports retention of patients referred to the AIC. The successful candidate combines excellent patient service with strong organization, attention to  detail, urgency, and the ability to manage multiple scheduling priorities in a fast paced healthcare environment.

What You’ll Do

Responsibilities include:

Patient Scheduling & Access

• Schedule new and recurring infusion appointments according to established scheduling and clinical workflows.
• Work to schedule patients during the initial scheduling interaction whenever all requirementsnecessary to schedule are available.
• Coordinate recurring treatment schedules based on the prescribed treatment frequency.
• Contact patients requiring scheduling or rescheduling and maintain appropriate follow-up until scheduling is resolved.
• Provide patients with clear appointment information, location details, and applicable preparation instructions using approved workflows.
• Maintain accurate patient demographic and contact information within applicable systems.
• Support consistent scheduling and reminder workflows within WeInfuse and other approved systems.
• Escalate clinical questions, treatment education needs, or triage matters to appropriate clinical personnel.
• Provide efficient flow of clinical and non-clinical information.
• May quote copay and coinsurance, as well as collect copays at time of scheduling.

Chair & Schedule Optimization

•  Actively manage AIC schedules to maximize available chair capacity while maintaining safe operational workflows.
•  Identify open appointment capacity and work to fill available treatment slots.
• Balance treatment duration, available chairs, operating hours, and site capacity when scheduling patients.
• Monitor upcoming schedules and proactively identify gaps, conflicts, or scheduling risks.
• Partner with site leadership and nursing to address capacity constraints or opportunities.
•  Support movement of patients to alternate appointments or AIC locations when appropriate and authorized.

Cancellations, No-Shows & Patient Retention

• Respond promptly to appointment cancellations and rescheduling requests.
• Proactively contact patients following cancellations or missed appointments according to established procedures.
• Work to retain referred patients within the AIC network when scheduling or capacity challenges arise. 
• identify recurring causes of cancellations or scheduling delays and escalate trends to AIC Operations. 
• Maintain accurate documentation of scheduling attempts, cancellations, rescheduling activity, and patient communication. 

Referral & Intake Coordination

• Partner closely with intake and authorization teams to move patients from referral to scheduled treatment. 
• Monitor patients who are ready or approaching readiness for scheduling. 
• May obtain referral and insurance information. 
• Identify missing information or unresolved workflow items preventing scheduling and route them to the appropriate team. 
• Help minimize unnecessary handoffs between intake, scheduling, clinical teams, and patients.
• Communicate scheduling availability and operational constraints to intake teams. ·
• Follow up on referrals that have not converted to scheduled treatments to help reduce referral leakage. 

Treatment & Medication Readiness

• Coordinate with nursing, pharmacy, procurement, and other appropriate teams to confirm operational readiness for scheduled treatments. 
• Identify scheduling considerations associated with medication availability or treatment requirements. 
• Escalate medication, authorization, clinical, or operational barriers that could result in delayed or cancelled treatment. 
• Assist with coordination of drug procurement/logistics and clinical review preparation within the defined scope of the position. 
• Support inventory and FIFO processes where assigned. 

Patient Experience & Communication

• Deliver professional, compassionate, and responsive service during every patient interaction. 
• Answer scheduling-related patient questions and appropriately route clinical, financial, or authorization questions. 
• Communicate schedule changes promptly and clearly. 
• Help create a streamlined experience that reduces unnecessary patient callbacks and handoffs. 
• Maintain patient confidentiality and comply with HIPAA and organizational privacy requirements. 

Operational Performance

•  Maintain timely and accurate scheduling documentation.
•  Participate in centralized scheduling workflows and process-improvement initiatives.
•  Support consistent scheduling processes across AIC locations.
•  Help monitor operational measures such as: 
•  First-contact scheduling
• Time from scheduling readiness to appointment
• Chair utilization 
• Cancellation trends
•  No-shows
• Referral-to-treatment conversion 
• Rescheduling 
• Patient retention 

Measures of Success

The AIC Scheduler should ultimately be accountable for helping the organization achieve faster patient access, stronger chair utilization, fewer avoidable cancellations, better referral retention, and a simpler patient scheduling experience.

 

NON-ESSENTIAL FUNCTIONS & RESPONSIBILITIES

·Careful attention to detail

·Performs related duties as requested

KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENTS

• Patient First Mindset
• Team player
• Sense of Urgency
• Scheduling & Capacity Management
• Attention to Detail
• Patient Communication
• Problem Solving
•  Accountability & Follow-Through
• Cross-Functional Collaboration
• Adaptability
• Operational Discipline

Minimum Qualifications

• High school diploma or equivalent required.
• Previous healthcare scheduling, patient access, medical office, infusion, specialty pharmacy, or comparable healthcare experience preferred
•  Strong organizational skills with the ability to manage multiple patients, schedules, and priorities simultaneously.
• Strong verbal and written communication skills.
• Demonstrated customer-service and problem-solving skills.
• Ability to work effectively with patients and cross-functional healthcare teams.
• Strong attention to detail and commitment to accurate documentation. Comfortable working in a performance-driven, multi-site environment.
•  Ability to appropriately escalate clinical or operational issues outside the position's scope.

Preferred Qualifications

• Experience in an ambulatory infusion center, specialty pharmacy, physician practice, hospital outpatient department, or other specialty healthcare environment.
• Experience coordinating recurring treatments or complex healthcare appointments.
• Experience with WeInfuse or another infusion/healthcare scheduling platform.
•  Familiarity with referrals, prior authorization, medication procurement, and specialty medication workflows. · Experience supporting centralized or multi-site scheduling.

What We’re Looking For

You may be a great fit if you bring:

• Deep care about the human impact of your work
• Clear communication and effective collaboration skills
• Strong ownership and accountability for your responsibilities
• Comfort learning, adapting, and growing in a dynamic environment
• A desire to be part of a team that values empathy and high standards

You don’t need to check every box - we care just as much about how you show up as what’s on your resume.

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Why LUX Infusion

At LUX Infusion, we believe infusion care deserves more light - more warmth, more clarity, and more connection.

Here, you’ll find:

• Purpose‑driven work with real impact
• A patient‑first, clinician‑led culture
• Supportive, collaborative teammates
• The opportunity to grow with a company building something meaningful

Come help us elevate infusion care - and see what’s possible when care comes first.

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PHYSICAL DEMANDS

The physical demands described here represent those required for an employee to successfully perform the essential functions of this role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. If you require a reasonable accommodation during the application or interview process, please contact the LUX Infusion Talent Team at Careers@LUXInfusion.com or 954.385.7322 x 1425.

While performing the duties of this position, the employee may occasionally be required to stand, walk, or sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee may also be required to occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this role include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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OTHER REQUIREMENTS

Employees are expected to:

• Participate annually in required legal and ethical compliance training
• Consistently act in compliance with LUX Infusion’s legal, ethical, and compliance policies
• Adhere to all standards and procedures outlined in the LUX Infusion Compliance Manual
• Refrain from any behavior that could be considered unethical or unlawful

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EXPECTATIONS FOR ALL EMPLOYEES

All LUX Infusion team members are expected to support the organization’s mission, vision, and values by demonstrating integrity, dedication, compassion, and enthusiasm. This includes placing patients first, working collaboratively with a “stacked‑hands” mindset, and maintaining a consistent focus on quality, accountability, and continuous improvement.

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GENERAL INFORMATION

The statements above are intended to describe the general nature and level of work performed by individuals in this role. They are not intended to be an exhaustive list of all responsibilities, duties, or skills required.

This role operates in a fast‑paced environment and requires the ability to prioritize competing demands, manage multiple tasks effectively, and seek guidance when appropriate.

Employees in this position may be required to assist directly - or coordinate appropriate assistance - to ensure access to LUX Infusion’s services for individuals with disabilities, including patients, visitors, employees, or others.

LUX Infusion is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.