Scheduling Secretary Outpatient Diagnostic Imaging Services

Brown Medicine

11h•Onsite

About The Position

The Scheduling Secretary for Outpatient Diagnostic Imaging Services receives requests, primarily by telephone, for outpatient imaging services. Using an online scheduling system, the secretary checks availability and schedules appointments, gathers information from multiple sources to complete or update electronic patient records, and prepares records and related documents before appointments. The role reports to the Manager Diagnostic Imaging Support Services. The position supports Brown University Health'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 and may involve visual fatigue from extended computer use.

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 learn department policies and procedures, scheduling processes, and electronic-record compilation and maintenance.
No supervisory responsibility.

Nice To Haves

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

Responsibilities

Receive imaging-service requests from physician offices, patients, and others.
Use the online scheduling system to check availability for the appropriate imaging modality and schedule appointments.
Prepare and send appointment confirmations and any related questionnaires or documents using approved electronic or manual formats.
Obtain information needed to establish or update electronic patient records, including demographic details, insurance verification, and referring physician information.
Obtain physician orders, verify that they are complete and accurate, and scan them into the patient record.
Obtain missing patient data, including treatment, laboratory, and other imaging results, from sources inside and outside the hospital before appointments.
Coordinate preparation of records and compilation of prior-visit materials or 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 records 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 by preparing available electronic-record documents or referring requests to hospital-based imaging services file room staff.