Reading Room Assistant - Reading Room

University of California, San Francisco • San Francisco, CA

1d

About The Position

Under supervision and guided by Radiology Department procedures, the Reading Room Assistant supports the daily operation of the Radiologist Reading Room. The role performs varied and complex clerical, administrative, communication, and operational tasks so radiologists can focus on their clinical work. It involves exercising discretion and independent judgment, adapting procedures and tools to specialized needs, and making recommendations to address operational issues.

The assistant triages inbound and outbound communications, coordinates provider-to-provider calls, supports order protocol changes, handles image sharing and documentation, and facilitates communication of critical, urgent, and unexpected findings. The position also monitors reading-room activities and service standards, helps maintain regulatory and policy compliance, and uses imaging-process metrics to suggest improvements to care delivery.

The role supports patient appointment scheduling and registration, manages reading-work queues and priorities, assists with radiologist and section-chief administrative needs, and maintains daily on-call lists. The assistant uses multiple IT and radiology systems, maintains accurate records of communications, protects patient information in accordance with HIPAA policies, and performs other related duties as assigned.

Requirements

• High school diploma and four years of related administrative experience, or an equivalent combination of education and experience.
• High proficiency with Microsoft Word, Excel, PowerPoint, and Adobe Acrobat, including developing spreadsheets, learning and using new software, independently drafting correspondence, and creating presentations under tight deadlines.
• Professional skills in advanced writing, independent problem-solving, organization, and time management.
• Ability to manage multiple projects and competing deadlines, work resourcefully and independently with minimal supervision, and contribute effectively to a collaborative team.
• Ability to work effectively with individuals at all levels, maintain confidentiality and discretion, and adapt to diverse personalities.
• Ability to follow and complete verbal and written protocols or directions.
• Ability to become proficient in online systems such as Qgenda, Amion, EValue, and Apex.
• Demonstrated experience providing high-level executive support requiring confidentiality, discretion, and sound judgment.
• Ability to work a flexible schedule, including weekdays, weekends, and evenings, depending on business needs.

Nice To Haves

• Bachelor of Arts or Bachelor of Science degree in a related field.
• Familiarity with agency and UCSF policies regarding purchasing and reporting, restricted costs, and general spending and carry-forward guidelines.
• Prior experience organizing meetings, including travel arrangements, logistics, and expense reimbursement.

Responsibilities

• Triage Reading Room calls, answer questions, route calls to the appropriate radiologist or clinician, and escalate customer issues when needed.
• Coordinate doctor-to-doctor calls by contacting providers on behalf of radiologists and gathering relevant patient, contact, and inquiry information.
• Handle calls from internal and external providers, patients, and technologists, routing inquiries to the appropriate service or reading section.
• Facilitate order protocolling and order changes by consulting radiologists, communicating decisions to technologists, and contacting ordering providers or sending secure health messages to obtain corrected orders.
• Support patient appointment scheduling and registration by phone or in person, including collecting and verifying insurance and referral information, coordinating pre-appointment tests, and providing patients with instructions and directions.
• Schedule established patient appointments, procedures, and tests; coordinate appointments with multiple providers; and follow procedures for missed appointments.
• Assist with outgoing calls to ordering providers regarding findings and inquiries, including connecting radiologists with providers to communicate urgent findings or clarify orders.
• Update, publish, and communicate daily Radiology Department on-call lists.
• Monitor system dashboards for critical-result reports and facilitate provider-to-provider communication; accurately convey report information and document interactions promptly.
• Upload outside-facility images and reports into Radiology systems with accurate order information, and fulfill requests for images and patient reports.
• Manage reading-work queues, assist with orders for overreads or secondary reads and pending or unreported orders, and adjust exam priorities in radiologists’ worklists to reflect urgent cases.
• Provide administrative support to section chiefs and faculty, including relaying imaging report information to appropriate personnel and requesting historical images from offsite storage.
• Monitor reading-room and radiologist activities for regulatory, policy, and service-standard compliance, and prepare and analyze imaging-process metrics to recommend improvements.
• Help develop, implement, monitor, and manage departmental safety programs, policies, and procedures; identify unsafe conditions, report concerns, and maintain clean, uncluttered reading rooms.
• Maintain positive working relationships with patients, providers, colleagues, and other stakeholders; respond to requests effectively and help resolve patient complaints with supervisors and administrative leaders.
• Follow applicable PHI and HIPAA policies and procedures and perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED