Imaging Coordinator

JOB SUMMARY

Responsible for assisting Practice Manager and Radiology Tech Supervisor in managing the daily operations assigned to Imaging Specialists, as well as functioning as an Imaging Specialist.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist Practice Manager and Radiology Tech Supervisor in an administrative capacity within the Imaging department, both operationally and fiscally.
• Function as an Imaging Specialist when necessary to include all duties of Imaging Specialist job description to ensure Imaging scheduling processes, authorizations, insurance verifications, and the daily flow of patients are operating appropriately and as expected.
• Specifically work with the Radiology Tech Supervisor and Practice Manager to implement efficient and accurate scheduling protocols for CT’s, MRI’s, and X-ray’s based on received orders, ACR guidelines, and slot utilization standards for each modality.
• Implement and continuous assessment of order reports and order databases for all Imaging Specialists to track received orders, organize and assign orders to call, and achieving goals of calling and scheduling all received orders within 24-48 hours of receipt.
• Track and manage Imaging Specialists to obtain all required health insurance preauthorization’s prior to the service in a timely manner.
• Identify self to internal and external customers by wearing identification badge at all times.
• Greet patients with courtesy and respect. Answer questions and direct requests appropriately and efficiently.
• Receive, place and transfer calls using appropriate telephone etiquette; handle telephone request with courtesy and accuracy. Accurately take and distribute messages.
• Assist in planning, implementing and administering medical programs and services, including personnel administration, training, and coordination of administrative staff.
• Assist in directing, supervising and evaluating work activities of clerical personnel.
• Assist in monitoring staff attendance at mandatory training sessions.
• Work with Practice Manager to address performance standards and/or concerns with Imaging Specialist personnel when needed.
• Coordinate and help with coverage for Imaging Specialists for time off, both planned and unplanned. Communicate staff time off with Practice Manager and Radiology Tech Supervisor.
• Collect, review and authorize all timesheets, timecards and other payroll data, as indicated. Meet directed deadlines for submission.
• Work with Practice Manager on supply ordering for select office and medical supplies once approved. Assist when directed to learn and code invoices for supplies.
• Maintain knowledge of referring physicians and market resources.
• Assist in establishing self-pay and no-show rates for services, based on department specific protocol. Track in-office collections, payments and identify ways to improve financial success.
• Identify, order, pick-up, deliver medical and non-medical related supplies and materials, as needed.
• Assist in developing, implementing and maintaining organizational policies and procedures for the Imaging front office.
• Assist in managing and improving practice environment. Identify, report and request maintenance assistance for work orders. Follow-up as required.
• Assist in monitoring the use of diagnostic services, and staff to ensure effective use of resources and assess the need for additional staff, equipment, and services.
• Utilize computerized record and data management systems to process data, such as claims activities and payments, and to produce reports. (i.e., Desktop Query, claim system, A/R reports, financial databases, etc.)
• Research and resolve denied claims. Communicate claim resolution to the Practice Manager for error correction, submission of appropriate documentation, authorization for charge adjustment, etc. Follow-up to ensure claim processed accordingly.
• Produce and deliver invoices for all special reports to attorneys and attorney depositions/conferences; post checks received and update patient notes accordingly.
• Assist in monitoring patient reminder appointment telephone calls and no-show rates.
• Monitor and ensure staff compliance with parking guidelines and regulations.
• Assist in monitoring compliance with specific regulatory guidelines, such as HIPAA, Starke Laws, Fraud and Abuse, and safety daily.
• Be within immediate contact of Practice Manager and Radiology Tech Supervisor at all times, via telephone, email, or in person.
• Perform tasks and duties of absent staff members, as needed.
• Attend events and other MCC functions as appropriate.
• Assure that appropriate insurance authorizations have been performed prior to scheduled surgeries.
• Perform preparatory information and request authorization when appropriate.
• Anticipate departmental needs and improve office efficiency by assisting other staff as necessary.

EDUCATION/EXPERIENCE REQUIREMENTS

• Minimum education requirement is a high school diploma or GED.
• Two (2) years of experience in a healthcare environment, preferably in a physician office, required.
• One (1) year of healthcare supervisory experience preferred.
• Healthcare license or certification preferred throughout employment in this position.

CORPORATE CULTURE RESPONSIBILITIES

• Follows established corporate and department-specific policies and procedures.
• Attends all corporate and department-specific required training.
• Upholds MCC’s Purpose, Values, and Vision.
• Abides by MCC’s Corporate Culture Responsibilities.
• Performs other duties as may be assigned cheerfully and willingly.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledgeable of current insurance carrier requirements regarding pre-authorization of services
• Ability to prioritize and manage multiple tasks.
• Accurately follows written and verbal instructions.
• Displays customer services skills, strong interpersonal skills, close attention to detail, excellent verbal and written communication skills, and basic math skills. Good organizational skills and ability to adapt to frequent changes.
• Be a person of integrity and character, willing to embrace change and make a positive impact in the lives of patients and co-workers.
• Ability to work with staff members at all levels of the organization in a cooperative, team-oriented manner.
• Displays computer proficiency (i.e. PC Windows, MS Office) and ability to quickly learn new applications.
• Proficient in use of English language both in written and verbal communication.
• Communicates in a professional manner with staff in medical offices and co-workers.
• Maintains a positive & cooperative working relationship with internal and external customers.
• Must be able to communicate with individuals of varying socio-economic backgrounds.
• Good understanding of complete charge cycle, including charge entry, all aspects of insurance billing and collections and the self-pay process.
• Must be committed to the protection of confidential information, records and/or reports.
• Possess strong critical thinking and analytical skills.
• Proficient in use of the following computer / software applications: Allscripts, various carrier web-based portals, Practice Partner, Microsoft Excel and Word.

PHYSICAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Strength (Lift/Carry/Push/Pull): Sedentary (exerting up to 10 pounds of force occasionally)
• Standing/Walking: Occasionally; activity exists up to 1/3 of the time
• Keyboarding/Dexterity: Frequently; activity exists from ¾ of the time
• Ability to look at a computer screen for extended periods.
• Ability to perform constant repetitive hands and finger motions.
• Ability to maintain focus while working in close proximity to others.
• Talking (Must be able to effectively communicate verbally): Yes
• Seeing: Yes
• Hearing: Yes

EMOTIONAL REQUIREMENTS OF THE ESSENTIAL JOB FUNCTIONS

• Must exhibit stable work behaviors daily.
• Must possess adequate individual coping skills.
• Ability to remain calm and professional regardless of workload or time constraints.
• Must be able to work under stress and remain calm and professional.

WORK ENVIRONMENT

• Front office environment
• Exposed to frequent and constant interruptions in daily functions/schedule.
• Must be available to customers and staff throughout the day.
• May be required to work extended hours to meet department needs.