Radiology Scheduling Senior Specialist

The University of Kansas Health System

9d•Remote

About The Position

The Radiology Scheduling Senior Specialist provides daily support to the scheduling team, using expert knowledge of scheduling workflows to train, coach, and serve as a resource to peers. The role conducts competency assessments for new hires, identifies additional training needs, monitors daily workload and assigns staff to scheduling duties, and assists the Supervisor with productivity and quality assurance measures. The Specialist supports staffing needs by performing scheduling work as needed, models high customer service, and covers leadership responsibilities when the Supervisor is absent. The role handles complex scheduling and related patient-service duties, including appointment scheduling and registration, order and referral processing, patient communications, and coordination of care across providers and locations. It also supports team operations through workflow training, productivity audits, performance feedback, staffing coordination, and Epic system support.

Requirements

High school diploma or GED.
At least 3 years of progressively responsible, directly related healthcare work experience, or a combination of healthcare or contact-center experience that includes 18 months in a UKHS patient scheduling position.
Expert ability to navigate EPIC EMR, including MyChart messaging and additional scheduling modules such as Beacon Scheduling Orders.
Proficiency navigating EPIC EMR, including the MyChart messaging system.
Fluent English, including the ability to read, write, speak, and understand English.
Basic computer skills, including Microsoft Excel, Word, Outlook, and Teams.
Strong customer-service skills focused on problem resolution.
Ability to maintain patient confidentiality.

Nice To Haves

College coursework completed toward an associate's or bachelor's degree.
For bilingual applicants, documented proof of competency through language proficiency assessments.

Responsibilities

Maintain expert knowledge of scheduling guidelines, patient registration, pre-certification requirements, basic insurance and billing procedures, order entry, and scanning capabilities.
Model health system values and provide an example of professional, patient-centered service.
Schedule, reschedule, and cancel clinic appointments, treatments, surgeries, procedures, and ancillary services, including complex scheduling requests.
Manage assigned appointment-request workqueues, prioritize requests according to specialty standards, and coordinate with providers and clinical team members regarding changes.
Verify referring physician orders against scheduled appointments.
Coordinate multiple or cyclical appointments, including laboratory tests, radiologic imaging, and procedures, at appropriate intervals with clinic and treatment appointments.
Build relationships with providers and clinical teams and advocate for patients’ transportation, financial, and logistical needs while coordinating care across campuses.
Direct patients with financial-responsibility questions to their insurer or a Financial Advisor, and transfer specific payment inquiries as appropriate.
Register patients before or upon arrival, including updating demographics, verifying insurance, scanning documents, and processing referrals.
Check out patients after clinic visits, provide options for receiving after-visit summaries, and support EPIC MyChart sign-up.
Manage the department scheduling inbox and voicemails, and provide timely, complete, and accurate information about preparation and exam-related notes.
Respond to scheduling requests through electronic patient communications, including MyChart and Artera text messaging.
Schedule referrals for external offices and send or fax necessary referrals and medical records using specialty software modules such as Beacon.
Communicate professionally with patients and team members and respond to employee or customer complaints when requested or when the Supervisor is absent.
Attend and participate in staff training and educational activities; train lower-level schedulers as needed.
Mentor new team members and assist colleagues.
Monitor appointment-request workqueue and call volume, assign staff based on workload fluctuations, and help meet service-level goals.
Serve as an operational resource and support daily staffing-plan needs.
Audit team-member productivity, review results with staff, and provide performance feedback to the Supervisor and Manager; assist with retraining when needed.
Provide ongoing training on clinic-specific workflows using approved materials and hands-on exercises.
Serve as an Epic Superuser and support implementation updates and modules.
Assist the Supervisor with scheduling-office operations, processing orders, coordinating radiology requests across locations and modalities, scanning documents to network drives, and monitoring equipment operation.
Meet the competencies for the role before advancement to the next scheduling level and perform the professional, clinical, or technical competencies of the assigned unit or department.
Perform other duties as assigned.