Imaging Scheduler I

Bassett Healthcare Network•Village of Cooperstown, NY

5d•Onsite

About The Position

The Imaging Scheduler I role is crucial for the smooth daily operations of the Radiology department, especially within the ever-changing field of Radiology. This role involves coordinating patient appointments, monitoring critical access points for patients and providers, and participating in department and modality-specific training. Imaging Schedulers also provide backup for scheduling processes and phones for other areas like the Vascular Lab and DXA, as well as affiliate sites. The position demands excellence in all patient and customer encounters, both face-to-face and via telephone, ensuring a high-quality patient experience through administrative and/or clinical support. Key responsibilities include accurate and timely communication with technologists, nurses, and providers, efficient patient scheduling, and collecting demographic and financial information to ensure revenue capture and payment collection. This includes handling insurance eligibility and managed care information.

Requirements

High School Diploma or GED, required
Minimum 2 years experience in a busy office environment, dealing with public and inbound phone calls, required
Associate degree will waive one year of experience.

Nice To Haves

2 year a Associate Degree, preferred

Responsibilities

Provides high quality administrative support to modalities.
Answer, screen and triage phone calls in a positive, professional and helpful manner, always utilizing the Bassett three-part greeting.
Take detailed and accurate messages consistently in the established format and assuring that any required follow-through happens within an acceptable timeframe.
Process incoming correspondence in a timely and confidential manner.
Process clinical paperwork (requisitions, screening shots, reports) in a timely and confidential manner.
Utilizing departmental protocol, obtain requisitions from ordering provider’s offices in advance of the scheduled appointment.
Schedules outpatient appointments via telephone request directly from patients, referring provider offices, referral work ques and through EMR messaging according to modality and departmental protocols.
Cross-trained to all appropriate scheduling and registration functions and locations.
Coordinate the scheduling of Anesthesia and biopsy cases, as well as other interventional procedures ordered by physicians.
Initiates and coordinates with all appropriate entities (OPCU, Pre-Admissions, etc.) the scheduling of various pre- and post-procedure requirements.
Collect and record all pertinent information for prior authorization from outside provider office and internal providers when scheduling at affiliate hospitals.
Coordinates and orders isotopes for weekly PET/CT schedule.
Able to function independently by using all available resources and tools.
Actively promotes the delivery of quality healthcare through continual learning, proactive communication and encouraging teamwork.
Proactively resolves problems and makes decisions within the scope of authority.
Raises emergent situations or expressed patient problems directly with Manager for assistance.
Present a positive image of Bassett Healthcare Network through professional appearance and behavior.
Always ensure the confidentiality of protected health information, understanding patient privacy rights and the Patient Bill of Rights.
Always discuss patient care issues privately and quietly at work only and reads medical documentation on a need-to-know basis in order to accomplish a specific task within the scope of the position.
Act as a receiving point for patient concerns and complaints, accurately identifying unresolved issues that have the potential to adversely affect patient care, and refer issues and conflicts on to a supervisor or manager.
Radiology staff may be asked to cover multiple functions in a single shift as needed to support departmental requirements and patient flow.
Using the duty/call schedule, staff will coordinate appropriate clinical appointments for Radiologist staff.
Trains and serves as a resource for new staff.
Assumes responsibility for continuing education by maintaining competency in programs required for daily responsibility, including information systems, insurance requirements, and office procedures and protocols.
Attends all required in-services as requested by Manager.
Identifies need for computer training or refresher courses and attends as necessary.
Attends departmental staff meetings of all area (Radiology Scheduler) meetings.
Maintain job specific knowledge and proficiency (may include, but not limited to Cadance, Radiant/EPIC, RIS, , etc.) by attending meetings, training and reading all pertinent training documentation and memos.
Maintains competency in all computer programs required to perform job.
Shows proficiency in use of EPIC/Radiant.
Can register new and established patients, updating insurance as necessary, as per competency requirements.
Can schedule Radiology specific modality appointments as per Radiology procedures and protocols.
Can schedule Vascular Lab, DXA exams as a back up to those main schedulers.
Can enter exams into the system with accuracy.
Can update ordering providers as necessary in the system.
Can change exams in the system.
Can cancel exams in the system.
Release proper order from EPIC.
Run clinical documentation from EPIC.
Run laboratory documentation from EPIC.
Ensure ABN requirements are complete as necessary.
Maintain departmental scheduling protocol knowledge.
Schedules at the Bassett affiliate locations to the advantage of the patient and ordering provider.
Covers affiliate scheduling lines when requested by management from those locations.
Keeps access in mind during scheduling and report any instances of excessive backlog for any given modality.
Notify the ordering provider’s offices of no-shows and same day cancellations without rescheduling.
Maintains Radiant scheduling accuracy as measured in an annual review of scheduling cases.
Attend 1 or 2 review sessions or refresher courses annually.
Comply with all down time procedures for scheduling.
Utilizing information provided by insurance companies through the electronic eligibility systems to collect Radiology co-pays with success, including walk-in x-rays and patient sent from clinical locations not presenting to registration.
Staff will have financial conversations with patients regarding ABN’s, waivers and put them in touch with resources that can help them as needed.
Staff will assist with scheduling coverage for, Vascular Lab and DXA.
Collaborates with P3 or insurance companies in troubleshooting problem authorizations.
Obtains all information necessary to complete the outpatient registration process assuring demographics and insurance information is correct and entered into the system accurately and in an efficient manner.
Assures correct data capture and data entry (such as MPSQ) necessary for regulatory agencies and compliance requirements is accurate and complete.
Maintains required level of knowledge and proficiency in all core functions (demographic and financial screening, insurance eligibility and verification, regulatory and compliance monitoring) of front desk services.
Greets patients quickly and courteously.
Distributes and documents Advanced Directive information to all new and established patients over the age of 18 with accuracy.
Receive and record all co-payments with accuracy.
Maintain and balance daily cash bag with no more than 2 minor errors per year.
Should be able to help with cross-department coverage in cases of emergency need.
Maintains competency in all registration computer programs required (AccuReg and EPIC) to perform job.
Utilizing information provided by insurance companies through the electronic eligibility systems to collect Radiology co-pays with success.
Comply with all down time procedures for registration.
Staff will have financial conversations with patients regarding ABN’s, waivers and put them in touch with resources that can help them as needed.
Performs other duties as requested and observed by supervisor or manager.