DI Secretary PD

Care New England Health System•Providence, RI

About The Position

The Diagnostic Imaging (DI) Secretary is responsible for scheduling hospital-based DI appointments for Women & Infants Hospital, utilizing a computerized scheduling system. This role involves maintaining scheduling priority through inbound scheduling calls or request for service (RFS) worklist and incoming faxes to make outbound scheduling phone calls. The secretary communicates with physicians, physician office staff, and patients to obtain accurate patient insurance, medical testing, and procedure information, per the Minimum Data Set (MDS). They coordinate interpreter services, schedule based upon physician privileges, procedure descriptions, scheduling rules, and insurance requirements. The position also involves creating initial patient registration in the hospital information system, assigning patient medical record and encounter financial numbers to begin the preregistration process. The DI Secretary efficiently schedules patients per exam type, indication, and priority, rearranging schedules within DI at Women & Infants Hospital and satellite locations when needed to accommodate urgent situations. They interact with other departments and practices at Women & Infants Hospital to ensure daily schedules meet maximum capacity and appropriateness. As needed, the scheduler communicates last-minute patient scheduling needs to accommodate same-day appointment requests and overbooking scheduling with DI. This role fosters a team approach towards achieving the overall goals of WIH and CNE. The secretary coordinates with physicians across various departments and practices within Women & Infants Hospital to ensure incoming requests for service are accurate and complete, ready to be scheduled. They promptly obtain incomplete information on required forms until all data is received and communicate with providers regarding authorization numbers. The role requires notifying the supervisor of problems in obtaining necessary data and ensuring proper documentation of authorizations for procedures and/or tests. The DI Secretary is responsible for fostering inclusivity and collaboration across various departments and practices within Women & Infants Hospital to ensure all referring providers are held to the highest standard for documentation when requesting a service through an order or referral.

Requirements

High school diploma required.
Two years’ experience in a medical setting and customer service environment required.
Certificate or working knowledge of medical terminology required.
Strong oral communication skills required.
Minimum typing speed of 40 words per minute (WPM) required.
Working knowledge of personal computers required.
Ability to prioritize and perform multiple duties simultaneously required.
Ability to handle a high volume of calls required.
Strong organizational skills required.
Must be able to adapt to continual process changes.
Willing to work additional hours and change work schedule as need arises.

Responsibilities

Scheduling hospital-based DI appointments for Women & Infants Hospital using a computerized scheduling system.
Maintaining scheduling priority through inbound scheduling calls, RFS worklist, and incoming faxes to make outbound scheduling calls.
Communicating with physicians, physician office staff, and patients to obtain accurate patient insurance, medical testing, and procedure information.
Coordinating interpreter services as needed.
Coordinating schedules based upon physician privileges, procedure descriptions, scheduling rules, and insurance requirements.
Creating initial patient registration in the hospital information system, assigning patient medical record number and encounter financial number.
Efficiently scheduling patients per exam type, indication, and priority, rearranging schedules as needed for urgent situations.
Interacting with other departments and practices to ensure daily schedules meet maximum capacity and appropriateness.
Communicating last-minute patient scheduling needs to accommodate same-day appointment requests and overbooking.
Fostering a team approach towards achieving the overall goals of WIH and CNE.
Coordinating with physicians to ensure incoming requests for service are accurate and complete.
Promptly obtaining incomplete information on required forms and communicating with providers regarding authorization numbers.
Notifying supervisor of problems in obtaining necessary data.
Ensuring proper documentation of authorizations for procedures and/or tests.
Fostering inclusivity and collaboration to ensure referring providers adhere to documentation standards.