Scheduling Secretary Outpatient Diagnostic Imaging Services

SUMMARY:

The Scheduling Secretary Outpatient Imaging Services, reporting to the Manager Diagnostic Imaging Support Services, receives requests primarily through telephone contact for imaging services for outpatient population, utilizes an on-line scheduling system to determine availability and schedules appointments. Obtains information from variety of sources to complete on-line record. Prepares and updates electronic records required prior to patient appointment.
Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done.

The core Success Factors include:

• Instill Trust and Value Differences

• Patient and Community Focus and Collaborate

RESPONSIBILITIES:

• Receives requests from physician offices, patient and others for diagnostic imaging services. Accesses on-line scheduling system for appropriate modality, determines availability to meet needs and schedules appointment.

• Using approved electronic or manual format, prepares and sends appointment confirmation and other related questionnaires or documents that may need to be completed and submitted at time of appointment.

• Obtains information necessary to establish or update electronic patient record, including demographic details, insurance verification, referring physician, etc.

• Obtains physician order, verifies completeness and accuracy, scans document for inclusion in the patient record. Obtains missing patient data, such as treatment, lab and/or other imaging results, from sources both within and outside the hospital to ensure completeness of electronic patient record prior to patient appointment.

• Coordinates records preparation and document compilation of other materials or imaging records from prior visits with hospital-based imaging business support staff.

• Advises appropriate personnel on availability and status of electronic record. As necessary, contacts insurance representatives to confirm coverage or to obtain pre-authorization for services where required.

• Ensures record is updated accordingly.

• Provides information to physician’s office or patient regarding registration process, exam preparation, questionnaire completion instructions, directions to hospital and the like.

• May receive requests for copies of image files; may prepare copies of documents available in electronic record or refer request to hospital-based imaging services file room staff for completion.

MINIMUM QUALIFICATIONS:

BASIC KNOWLEDGE:

High school level of knowledge, including familiarity with personal computers.

EXPERIENCE:

Three to six months related experience, demonstrating effective interpersonal and customer service skills, familiarity with computer systems to access and enter data and effective organizational skills. Experience with medical terminology and in a medical setting preferably in Diagnostic Imaging. Additional one to three months on-the-job experience to become familiar with department policies and procedures, scheduling processes, electronic records compilation and maintenance, etc.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

Normal office environment; may experience some visual fatigue as result of extended periods of work on the computer.

SUPERVISORY RESPONSIBILITY:

None

Pay Range: 

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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Driving Required:

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