Scheduling Secretary Outpatient Diagnostic Imaging Services

Brown Medicine

8d•Onsite

About The Position

The Scheduling Secretary for Outpatient Diagnostic Imaging Services receives requests, primarily by telephone, to schedule outpatient imaging appointments. The role uses an online scheduling system to identify availability, schedule appointments, and obtain information from various sources to complete or update electronic patient records before appointments. The position reports to the Manager Diagnostic Imaging Support Services. The employee prepares appointment confirmations and related documents, gathers and verifies patient and insurance information, obtains and checks physician orders, and coordinates the collection of relevant records and imaging materials. The role also provides appointment and exam-preparation information to patients and physician offices and may assist with requests for copies of image files or documents. Brown University Health employees are expected to model the organization's values of Compassion, Accountability, Respect, and Excellence, and its core Success Factors: Instill Trust and Value Differences, Patient and Community Focus, and Collaborate. The work is performed in a normal office environment, with possible visual fatigue from extended computer use. The schedule is Monday through Friday, 9:00 a.m. to 5:30 p.m., on the day shift. Driving is not required. There is no supervisory responsibility.

Requirements

High school-level knowledge, including familiarity with personal computers.
Three to six months of related experience demonstrating effective interpersonal and customer service skills, familiarity with computer systems for accessing and entering data, and effective organizational skills.
An additional one to three months of on-the-job experience to become familiar with department policies and procedures, scheduling processes, and electronic record compilation and maintenance.

Nice To Haves

Experience with medical terminology.
Experience in a medical setting, preferably Diagnostic Imaging.

Responsibilities

Receive requests from physician offices, patients, and others for diagnostic imaging services.
Use the online scheduling system to determine availability for the appropriate imaging modality and schedule appointments.
Prepare and send appointment confirmations and related questionnaires or documents using approved electronic or manual formats.
Obtain information needed to establish or update electronic patient records, including demographics, insurance verification, and referring physician information.
Obtain physician orders, verify their completeness and accuracy, and scan them into the patient record.
Obtain missing patient data, including treatment, laboratory, or other imaging results, from sources within and outside the hospital before the appointment.
Coordinate preparation of records and compilation of materials or prior imaging records with hospital-based imaging business support staff.
Advise appropriate personnel about the availability and status of electronic records.
Contact insurance representatives as needed to confirm coverage or obtain required pre-authorization, and update the record accordingly.
Provide physician offices and patients with information about registration, exam preparation, questionnaire instructions, and directions to the hospital.
Respond to requests for copies of image files, prepare copies of documents available in the electronic record, or refer requests to hospital-based imaging file room staff.