DI Secretary PD

About the Role

The Diagnostic Imaging (DI) Secretary is responsible for scheduling hospital-based DI appointments for Women & Infants Hospital using a computerized scheduling system. This role involves maintaining scheduling priority through inbound calls, request-for-service (RFS) worklists, and incoming faxes to make outbound scheduling calls. You will communicate with physicians, physician office staff, and patients to obtain accurate patient insurance, medical testing, and procedure information per the Minimum Data Set (MDS). Coordinates interpreter services as needed and schedules based on physician privileges, procedure descriptions, scheduling rules, and insurance requirements.

You will create initial patient registrations in the hospital information system, assigning patient medical record numbers and encounter financial numbers to begin the preregistration process. The role requires efficiently scheduling patients by exam type, indication, and priority, rearranging schedules within DI at Women & Infants Hospital and satellite locations to accommodate urgent situations. You will interact with other departments and practices to ensure daily schedules meet maximum capacity and appropriateness, handling last-minute patient scheduling needs, same-day appointment requests, and overbooking.

Fostering a team approach, you will coordinate with physicians across various departments to ensure incoming requests for service are accurate and complete. You will obtain incomplete information on required forms, communicate with providers regarding authorization numbers, and notify your supervisor of any issues in obtaining necessary data. Ensuring proper documentation of authorizations for procedures and tests is critical. This role promotes inclusivity and collaboration to uphold high documentation standards for all referring providers.

Responsibilities

• Utilize a computerized scheduling system to schedule DI testing, special procedures, and other appointments, coordinating pre-admission services for maximum department utilization.
• Act as a liaison with physicians, department staff, practice staff, or patients to resolve scheduling conflicts or barriers that may cause delays.
• Communicate with patients and physicians to ensure requests for services are accurately completed per the Minimum Data Set required for scheduling.
• Coordinate patient care by communicating with patients and physician offices.
• Create initial patient registrations in the hospital information system, assigning medical record numbers and encounter financial numbers.
• Assist in establishing and maintaining professional standards to ensure quality patient relations and accurate demographic and fiscal information collection.
• Promote exceptional customer service with patients, physicians, office staff, and ancillary departments.
• Preserve and protect patient rights to confidentiality.
• Perform other duties as required or requested.

Requirements

• High school diploma required.
• Two years’ experience in a medical setting and customer service environment required.
• Certificate or working knowledge of medical terminology and strong oral communication skills required.
• Minimum typing speed of 40 words per minute (WPM) with working knowledge of personal computers.
• Ability to prioritize and perform multiple duties simultaneously.
• Ability to handle a high volume of calls and exhibit strong organizational skills.
• Must adapt to continual process changes.
• Willingness to work additional hours and change work schedule as needed.

About Us

Care New England Health System (CNE) and its member institutions—Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group—is a trusted, integrated health care organization. CNE fuels advances in medical research, attracts top specialty-trained doctors, hones renowned services and innovative programs, and engages in important discussions about health and end-of-life wishes. Care New England is transforming the future of health care and providing a leading voice in efforts to ensure the health of the individuals and communities we serve.