AIC Scheduler / Medical Scheduler-Coordinator

See your work in a new light.

At LUX Infusion, we’re reimagining infusion care to be more human, supportive, and connected. Inspired by lux —meaning light - we guide patients, providers, and partners through complex therapies with clarity, compassion, and confidence.

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.

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.

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 prob