Imaging Scheduling Associate

Job Summary

This position is responsible for scheduling advanced imaging exams across the Lexington Health Services District to maximize access and utilization. Serves as initial contact to the Imaging Services department by answering incoming calls in a friendly, helpful manner and directing them to the appropriate area. Communicates with patients, referring offices, clinical providers and business service departments to coordinate seamless patient experiences and serves as a resource to all modalities and sites. Effectively communicates procedure explanations and preparations to patients and referring offices and verifies understanding. Uses critical thinking and problem solving skills to provide access when access may be limited. Utilizes Epic Cadence, Radiant and appointment request work queues to schedule advanced imaging and procedure appointments. Reviews OnBase to receive and file faxes electronically into patient charts.

Minimum Qualifications

Minimum Education: High School Diploma or Equivalent
Minimum Years of Experience: 2 Years of Scheduling, Customer Service, or Medical Office Experience
Substitutable Education & Experience (Optional): None.
Required Certifications/Licensure: None.
Required Training: Strong Medical Terminology Knowledge, Strong Clerical and Computer Skills

Essential Functions

• Meets volume and quality standards set monthly.
• Promotes a positive patient experience by following required policies and procedures. Treats each patient as their most important priority.
• Greets patients and/or referring providers via telephone in a professional and courteous manner.
• Thoroughly reviews patient charts in Epic, documents appropriate notes for seamless communication to the performing location and ensures all necessary information is attached or included.
• Listens to patients’ and referring providers’ requests for diagnostic radiologic procedures and asks appropriate questions to get information needed to schedule procedure.
• Responsible for understanding each modality and the affiliated exams, including contraindications and scheduling guidelines such as proper preparation.
• Verifies diagnosis and reason for exam is appropriate for medical necessity.
• Schedules requested procedures maximizing equipment utilization.
• Obtains Radiologist and/or PA approval for invasive imaging procedures and obtains appropriate historical imaging and reports for review.
• Accurately enters registration demographics into patient information system; attaches orders; and/or verifies information on existing patients.
• Informs patients of preps and description of exam as necessary.
• Coordinates interpreter for patients with Limited English Proficiency.

Duties & Responsibilities

• Obtains appropriate lab and or prior images as required or confirms appropriate labs or images have been ordered or requested.
• Calls patients to confirm or re-schedule exams as needed.
• Directs non-scheduling related incoming telephone calls to the appropriate department in an efficient manner.
• Reviews and distributes department's electronic incoming fax queue. Accurately attaches documents to the appropriate medical records with accuracy.
• Performs ancillary scheduling tasks on a rotating basis including but not limited to: requesting missing orders, reviewing linked orders, routing results and responding to messages from other departments.
• Works cooperatively with Centralized Prior Authorization Team and referring office staff to ensure timely pre-authorizations by communicating reschedules or potential issues.
• Follows up on order requests from referring providers.
• Reviews orders identified as incorrect or questionable to determine appropriate action.
• Maintains personal accountability while working independently.
• Performs other duties or special projects as assigned by management.
• Ability to understand and adhere to HIPAA compliance regulations.