Imaging Scheduling Coordinator - Interventional Radiology

Baystate Health•Springfield, MA

About The Position

Under the direction of the Radiology and Practice Manager, the Imaging Scheduling Coordinator manages complex interventional radiology schedules, including daily case booking, facilitating cases onto the schedule within 48 hours of the procedure, supporting department and block schedule maintenance, and overseeing staffing schedule development through the current scheduling application. The position collaborates with a multidisciplinary, interdepartmental team—including Radiology, the Contact Center, Anesthesia, Intensivist, and registration—to ensure appropriate physician assignments by subspecialty and efficient clinic schedules and procedural rooms. The coordinator works with physician leaders, directors, and managers to meet physician coverage needs and uses strong computer and communication skills to support patients, physicians, and staff across the radiology care model. The role oversees procedural scheduling and schedule accuracy, coordinates required people, locations, equipment, and other resources, manages schedule changes and add-on cases, and communicates schedules to relevant hospital departments and imaging sites. It also coordinates patient care needs and correspondence, handles patient and staff interactions, completes clerical tasks such as preparing patient packets, and contributes to education and process improvement. The coordinator works independently with minimal direct supervision and may provide backup for other department positions or take on additional duties as needed.

Requirements

GED or HiSET.
Three years of customer service and computer skills experience.
Interpersonal skills and the ability to work independently and as part of a team.
Analytical skills and self-motivation.
Medical terminology, telephone etiquette, and customer service skills.
Teamwork, commitment, flexibility, problem-solving, communication, service excellence, organizational awareness, learning, personal responsibility, and emotional maturity.

Nice To Haves

Three years of surgical scheduling experience.
Medical terminology.

Responsibilities

Create and adjust complex multidisciplinary physician schedules to meet changing clinical needs and ensure appropriate physician coverage across services.
Monitor and troubleshoot daily schedule inputs and workflow; anticipate potential problems and take corrective action.
Assist with schedule reconciliation and management of scheduling systems, including block schedule rules and related utilities.
Oversee daily radiology procedural schedules and ensure cases are scheduled accurately using approved processes and in appropriate rooms with required resources.
Coordinate with other practices and departments to meet multidisciplinary case needs and arrange vendor participation when required.
Coordinate add-on cases, schedule changes, case changes, and cancellations for radiologists using integrated radiology systems.
Coordinate resources and coverage to support physician skill sets and efficient use of procedural suites.
Disseminate schedules and changes to relevant hospital departments, practices, imaging sites, and personnel, including notification for updates to databases such as Centricity Business, Cerner, Surginet, Xper, Patient Keeper, and Qgenda.
Identify physician coverage needs in advance, develop and communicate action plans with medical and administrative leaders, and support appropriate coverage across service-line departments.
Present objective assessments of physician coverage needs to managers and coordinate with the manager to make physician office and procedural time effective.
Take ownership of work assignments and serve as a teacher, leader, and role model in fostering collaboration.
Provide ongoing education and process improvement to providers and staff regarding schedule management.
Coordinate patient care needs, including interpreter services, special equipment, COVID testing, anesthesia, interventionalist, nursing, and observation beds.
Use computer programs such as CIS to facilitate and document patient correspondence, and respond to patient questions about care coordination and scheduling.
Handle difficult situations tactfully and maintain cooperative working relationships with patients, visitors, coworkers, supervisors, leaders, peers, physicians, nurses, other BMC departments, and outside personnel.
Complete clerical duties, including preparing patient packets and printing rosters, and collecting H&P records, labs, and prior imaging.
Perform duties independently with minimal direct supervision and suggest improvements to policies, procedures, and forms.
Keep work areas neat, orderly, and well stocked, and perform duties not directly assigned when needed.
Provide backup for other department positions and perform additional tasks to meet immediate practice or department needs.