Reading Room Assistant - Reading Room

UCSF • San Francisco, CA

3d • $33 - $47

About The Position

Under supervision and guided by Radiology Department procedures, the Reading Room Assistant is responsible for the daily operation of the Radiologist Reading Room. The role provides clerical and administrative support that helps radiologists focus on their clinical work, including coordinating communications, facilitating order changes, supporting patient scheduling, and monitoring reading-room activities and service standards. The position works on varied and complex tasks, applies specialized skills and judgment, and may adapt procedures and tools to meet functional needs. Under general direction, the role exercises discretion and independent judgment, determines methods for new assignments, and makes recommendations for solutions.

The assistant triages calls and image-sharing requests, coordinates communications between radiologists and providers, manages email and documentation, maintains daily on-call lists, facilitates order protocolling and changes, and supports critical-result communication. The role also assists with appointment scheduling and registration, patient and provider inquiries, reading work queues, image and report handling, and administrative support for section chiefs and faculty. It monitors compliance with policies and service standards, helps maintain departmental safety programs and clean work areas, and analyzes imaging-process metrics to suggest improvements in care delivery. Other related duties may be assigned.

Requirements

• High school diploma and four years of related administrative experience, or an equivalent combination of education and experience.
• High proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat, including developing spreadsheets, learning and using new software, drafting correspondence independently, and creating presentations.
• Advanced writing, independent problem-solving, organization, and time-management skills.
• Ability to manage multiple projects and competing deadlines, work resourcefully and independently with minimal supervision, and participate effectively in a collaborative team.
• Ability to work effectively with individuals at all levels, maintain confidentiality and discretion, and adapt to diverse personalities.
• Ability to follow verbal and written protocols and directions through to completion.
• 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

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

Responsibilities

• Triage inbound calls to the Radiologist Reading Room, answer questions, route callers to the appropriate reading section or service, and escalate issues when needed.
• Place outbound calls on behalf of radiologists, including coordinating doctor-to-doctor calls and contacting ordering providers about findings or order clarifications.
• Obtain and relay relevant patient, callback, and inquiry information to radiologists and other appropriate personnel.
• Triage inbound and outbound patient study image-sharing requests; upload outside images and reports accurately into Radiology systems and fulfill image requests as appropriate.
• Manage email correspondence, documentation, and accurate records of communications, including documentation of critical-result notifications.
• Maintain, update, publish, and communicate daily Radiology on-call lists.
• Facilitate order protocolling and order changes by coordinating with technologists, radiologists, and original ordering providers or scheduling staff.
• Support radiologists’ workflow and communicate critical, urgent, and unexpected findings to clinicians and other appropriate personnel in a timely manner.
• Monitor reading-room and radiologist activities for regulatory and policy compliance and service standards; prepare and analyze imaging-process metrics and suggest data-driven improvements.
• Support patient appointment scheduling and registration, including collecting and verifying insurance and referral or authorization information, coordinating pre-appointment tests, and providing patients with instructions.
• Schedule established patient appointments and procedures using Apex and related or legacy systems; coordinate appointments with multiple providers and follow up on missed appointments.
• Manage reading work queues, create 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 fulfilling healthcare-provider requests for patient reports and requesting historical images from offsite storage.
• Follow PHI and HIPAA policies and procedures and maintain confidentiality in handling patient information.
• Help develop, implement, monitor, and manage departmental safety programs, policies, and procedures; identify and report unsafe conditions and maintain clean, uncluttered reading rooms.
• Maintain effective working relationships with patients, referring physicians, colleagues, clients, and other stakeholders; respond promptly and help resolve patient complaints with appropriate staff.
• Perform other related or miscellaneous duties as requested.

What This Job Offers

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