Job Summary: The Imaging Scheduler is the first point of contact for the Imaging Department. The Imaging Scheduler provides support to ensure the department is organized and running successfully. He/she promotes teamwork within the imaging department and with all other departments at Highlands Oncology Group. The position works closely with patients, physicians, technologists, clinical staff, and other support personnel. Imaging Schedulers are responsible for scheduling patients for their exams and for giving them any necessary instructions in preparation for their scan. Works with the Imaging Department to manage, maintain, and update the schedule to promote optimal time management for the patient and/or the technologist.

Job Duties / Responsibilities:

• Schedules and coordinates all diagnostic imaging studies (MRI, PET/CT, CT, X-Ray and Ultrasound)
• Provides support to ensure the Imaging exams are organized and scheduled correctly per modality
• Promotes Teamwork with Imaging department and other depts within in Highlands
• Works with the Imaging Department to manage, maintain, and update the schedule to promote optimal time management for the patient and/or the technologist
• Scheduling consists of screening all patients (using appropriate screeners) at time of scheduling (PET & CTs consist of 8-12 questions, MRIs consist of 30-32 questions + surgical history)
• Learning and retaining the parameters for each individual scan. Obtaining consents, prior authorizations, and additional operative reports/implant information prior to scheduling. Understanding when additional communication w/techs is needed for specialty PET scans.
• Send emails on allergies to imaging nurses at time of scheduling.
• Complete all screeners accurately and distribute to correct person/location.
• Obtaining cardiology forms for pacemaker patients a month prior to scan date. Obtaining signed consents indicating patients are scheduled w/neurologist for patients with brain shunts.
• Requests imaging disks on patients who have had a scan at a different facility since their last scan with our facility.
• Providing patient w/ any instructions pertaining to their specific scans at time of scheduling.
• Greets, instructs, and directs patients in a professional manner
• Distributes and verifies allergies to oral contrast agent and pertinent instructions to patients at time of check in.
• Updates insurance information that has changed & sends updates to insurance team.
• Prepares all paperwork for reminder calls two days out from
• Preparing paperwork consists of sorting paperwork by time of service, checking diagnosis, ensures arrival time, scan time, and fasting time are all accurate. Prepares pregnancy forms as needed for women under 55 years. Determines needs for creatinine test to be done and differentiates need for lab creatinine vs imaging creatinine. Reviews call reports and add notes to orders.
• Answers phone courteously, in a timely manner and ensure patient’s issues are resolved or directed to correct department.
• Prioritizes the scans and coordinates multiple exams with other areas
• Updates schedules with cancellations/reschedules and notifies appropriate staff
• Follows up on rescheduling patients that have no showed or cancelled their appointments & keeps communication with Physician teams/physician schedulers.
• Notify patients with changes made to their appointment time, place, or date
• Reviews schedules daily, working as a team to resolve scheduling conflicts associated with department coverage changes
• Keeps up with daily list ensuring changes are being communicated to correct individuals/team members.
• Keeps an eye on emails, IMs, imaging folder, & Canopy throughout the day picking up/working tickets and emails.
• Refers patients to proper clinical resources for healthcare questions and/or to proper personnel
• Processes internal and external orders for imaging. External orders consist of verifying and obtaining orders, insurance, office visit notes and verifying proper diagnosis for all imaging appointments within 5 business days of receiving the order.
• Screen orders for pre-certification personnel ensure all documentation is obtained prior to pre-cert request for a quicker response time.
• Is knowledgeable of what each scan looks for/is ordered for.
• Prepares the schedules, new patient paperwork and pregnancy forms for the next day
• Remind patients of upcoming appointments by calling the business day
• Documents if patient was contacted or message left during reminder calls. Documents when patient educations are mailed in HOG’s EMR
• Schedules labs, Ativan, nurse medication administration and pacemaker monitoring needed for scans
• Restocks check in desks as needed at end of day. Sanitizes desk, clipboards and pens used throughout the day.
• Scans in all new patient paperwork, pregnancy forms and completed screeners by end of day.
• Uses IM to inform Techs of add on x-rays, ultrasounds and other scans as needed throughout the day.
• Run reports for unscheduled scans and unsigned charges at minimum once a week.
• Trains new employees in all aspects of scheduling and customer service
• Additional duties as requested, including but not limited to working weekends and floating to any of the three clinics as needed or requested by supervisor or lead technologist
• Role Development & Expectation:
  • Able to train new hires and explain all process
  • Imaging Assistant position

Required Skills/Abilities:

• Multi-tasker, detail -oriented, possess strong customer service skills with the ability to keep up in a fast-paced environment, and extremely flexible
• Strong computer, problem solving, and organizational skills
• Ability to work within a team environment
• Excellent verbal communication, interpersonal, and telephone skills
• Required to be onsite to fulfill job duties
• This job requires use of machines and equipment located onsite
• Must be able to interact with and provide services to patients and employees
• Ability to work in a fast-paced Oncology clinic
• Ability to handle heavy phone volume

Certifications/Licenses/Education/or Experience in a related field:

• High School Diploma
• Medical terminology and healthcare experience Preferred

Physical Requirements:

• Sitting for prolonged periods of time at a desk.
• Computer use that requires visual acuity, typing, use of mouse/keyboard, and staring at a screen for extended periods of time.
• Occasionally lifting objects of up to 25 pounds such as files, office supplies, assisting patients when needed, etc.
• Walking and standing for continuous periods around the office or clinic as needed.
• Fine motor skills for tasks like typing, writing, handling small objects or equipment and materials.
• Adequate mobility for daily interactions, delivering packages throughout the clinic daily, and traveling between company locations as needed.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.
• Due to the nature of our business and the use of radiation and hazardous chemicals, it is imperative that all employees foster a culture and environment of safety.
• Safety Sensitive: In accordance with Arkansas code this position is designated as a safety sensitive position wherein the employee performing the job duties under the influence may constitute a threat to health or safety.

Highlands Oncology offers a full suite of benefits that includes those pictured below and MANY MORE...

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