Radiology Scheduler

Stony Brook University•Stony Brook, NY

About The Position

At Stony Brook Medicine, the Radiology Scheduler is responsible for daily scheduling of patients and exams for Radiology and the Vascular Lab using the hospital-approved RIS Scheduling and Cerner Enterprise Wide Scheduling (EWS) systems. The role performs associated scheduling functions, including obtaining insurance authorizations and coordinating scheduling and service needs. The Scheduler coordinates appointments across multiple services and providers, communicates instructions and relevant information to patients and staff, and helps maintain patient flow and appointment compliance. The position also supports administrative and operational needs of the department while maintaining patient confidentiality and following hospital and departmental policies.

Requirements

Associate’s degree and at least 1 year of customer service experience in a medical or healthcare setting; alternatively, at least 2 years of customer service experience in a medical or healthcare setting in lieu of a degree.
Critical-thinking and problem-solving skills.
Excellent organizational skills.
Ability to multitask and pay close attention to detail.
Ability to work efficiently as a team member.
Superior written and expressive communication skills.

Nice To Haves

Radiology experience.
Knowledge of hospital computer systems, including RIS and Cerner EWS.
Knowledge of insurance and managed care requirements.

Responsibilities

Coordinate high-volume, complex linked scheduling for appointment types in RIS and the Radiology department’s EWS scheduling book.
Ensure patient appointments, including pre-admission testing and follow-up appointments with referring physicians, are tracked and completed.
Reschedule pre-admission testing appointments and exams to maintain department patient flow.
Provide patients with exam instructions, such as fasting requirements, directions, and earlier arrival times.
Promote patient compliance with appointments and monitor and follow up on no-shows, escalating compliance issues as appropriate.
Frequently reschedule and coordinate patient exams, pre-admission testing, main operating room scheduling book appointments, and pediatric procedure book appointments.
Coordinate with hospital and outside physicians, and disseminate relevant information to patients and staff.
Review patient EMRs for exam prescriptions, authorizations, pending authorizations, and notes relevant to scheduling.
Create encounters for anesthesia and pediatric appointments.
Communicate with supervisors and technicians about protocol changes or equipment upgrades that may affect exam scheduling.
Answer scheduling queue calls promptly and courteously, make outbound calls, and receive orders from physicians via email and fax.
Obtain required pacemaker forms from referring physicians’ offices within 30 days of the exam and obtain replacement forms when rescheduled exams outlast the form’s validity.
Use websites to order Nuclear Medicine dosages for exams.
Identify patients with financial needs and facilitate referrals to the financial navigation team.
Use the Radiology department and hospital managed care guide to determine whether insurance is par or non-par, and advise patients when authorization is needed before an exam.
Use the refer-a-patient website to transfer patient information accurately to the CPMP department for authorization requests for Stony Brook Hospital and offsite locations.
Navigate the Radiology scheduling pool to manage orders and prioritize exam urgency.
Respond to inquiries, take messages, and forward them to the appropriate area for resolution.
Use translator services to schedule appointments and arrange translator services for patients’ arrival at the department.
Maintain adequate office supplies and report hardware or software issues to the Radiology IT department.
Maintain strict confidentiality and adhere to HIPAA guidelines and regulations.
Maintain a professional appearance and an organized, clean workspace, and follow department policies and procedures.
Complete annual physicals, recertification, compliance, and other required training programs as assigned.