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 patient's 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.