Breast Imaging Coordinator

Arnot Health System•City of Elmira, NY

16h•Onsite

About The Position

The primary responsibility of this position is to review and distribute examination reports and correspondence related to breast imaging exams according to State and Federal guidelines. The Breast Health Coordinator will be required to manage the exam worklist daily, reviewing reports for completeness and accuracy, and requesting amendments or modifications from clinical staff as needed. This role works in conjunction with the Nurse Navigator and clerical team to follow up on abnormal exams and patients requiring short-term interval follow up. The coordinator serves as a point of contact for referring physicians, patients, and caregivers, referring to clinical staff for additional support. They facilitate scheduling patient appointments and diagnostic coding of necessary orders. The position also supports record maintenance and ongoing regulatory body compliance, including MQSA inspections, ACR accreditation, NYDOH inspections, and daily peer review/EQUIP case selection. Duties include daily exam worklist review, chart preparation for follow-up, managing short-term interval follow-ups, cross-training with the Nurse Navigator for biopsy-related tasks and compliance, utilizing electronic medical record systems, verifying report distribution, maintaining tracking records for high-risk patients, managing recall intervals, and assisting with administrative front desk support as needed.

Requirements

High School Diploma or higher
5 years in an administrative healthcare setting
Well-organized and self-directed
Exceptional work-ethic
Strong analytical skills
Strong interpersonal skills
High level of proficiency in oral communication
High level of proficiency in written communication
In-depth knowledge of medical terminology
In-depth knowledge of human anatomy
In-depth knowledge of imaging modalities
Microsoft Office competency

Nice To Haves

Experience in breast cancer/women's health
Proficiency in EPIC, Penrad, PACs, and Soarian

Responsibilities

Review and distribute examination reports and correspondence related to breast imaging exams according to State and Federal guidelines.
Manage the exam worklist daily, reviewing reports for completeness and accuracy.
Request amendments or modifications from clinical staff as needed.
Work in conjunction with the Nurse Navigator and clerical team to follow up on abnormal exams and patients requiring short-term interval follow up.
Serve as a point of contact for referring physicians, patients, and caregivers.
Refer to clinical staff for additional support.
Facilitate scheduling patient appointments and diagnostic coding of necessary orders.
Support record maintenance and ongoing regulatory body compliance (including MQSA inspections, ACR accreditation, and NYDOH inspections).
Perform daily peer review/EQUIP case selection.
Review daily exam worklist and RIS list for completeness and accuracy prior to finalizing/batch printing letters and reports.
Make corrections within the scope of the position and request clarification, amendments, and/or corrections from technical and clinical staff as necessary.
Perform daily chart preparation and follow-up for indeterminate or suspicious examinations requiring callback for additional imaging or biopsy.
Utilize ICD-10 coding to request orders from providers and schedule patients for callback follow-up.
Provide relevant documentation to the Nurse Navigator in preparation for exams requiring biopsy.
Maintain records to document clinical follow-up on all BIRADS 0, 4, and 5 examinations.
Actively manage examinations requiring short-term interval follow-up, including ICD coding and order requests, patient/provider correspondence, scheduling and records management.
Regularly cross-train with the Nurse Navigator to ensure competency in their essential tasks.
Provide coverage of biopsy chart preparation/scheduling/pathology entry/follow-up etc.
Assist Navigator and Mammography Supervisor in ongoing compliance and preparations for State and Federal audits.
Utilize PenRad/EPIC/Other electronic medical record systems with high proficiency to review worklist/exams/imaging, complete data entry tasks, generate reports, and maintain patient records.
Verify that all exam reports and correspondence are correct and distributed in a timely manner.
Generate daily reports to ensure all patients imaged on a given day of service have completed exams and have generated required correspondence.
Review RIS worklist for completed MRI exams and transfer records into PenRad system.
Add clinical text to surgical specimen imaging exams and move them to the worklist for dictation.
Maintain records for tracking Category 0/4/5 patients, log follow-up and procedures, and collect/scan relevant pathology reports and communications with external providers.
Actively manage recall intervals and follow up on overdue examinations.
Document attempts made to reach patients and scan relevant documentation to patient record.
Utilize ICD 10 Coding to appropriately code exams requiring follow-up.
Facilitate requesting/ordering of follow-up exams.
Select cases for daily peer review and EQUIP auditing and maintain records for reporting to regulatory bodies.
Cross-train in essential functions on a regular basis to provide ongoing coverage for Nurse Navigator.
Be knowledgeable in all steps of biopsy follow-up (including chart preparation, imaging review, MD consultation, scheduling Q&A, biopsy after-care instructions, different types of pathology, how to enter pathology in EMR systems, scheduling surgical consultations, cancer treatments and protocols, and maintenance of medical outcome records).
Assist in generating reports as needed to prepare for State and Federal audits.
Have working knowledge of CSP/VA programs and processes and assist when needed in communicating results to required parties.
Answer phones in a courteous and professional manner and transfer them to clinical staff members when needed.
Assist with pushing prior exams for scheduled patients to PACS and reminder calls in advance of appointments.
Assist with scheduling patients and scanning required paperwork to patient records.
Support ongoing quality improvement activities for breast services.
Show willingness to work occasional evenings or weekend hours as special programs or audit preparations dictate.
Attend all annual mandatory educational programs and trainings as required by position.