Scheduling Secretary Outpatient Diagnostic Imaging Services

About the role

Reporting to the Manager Diagnostic Imaging Support Services, the Scheduling Secretary for Outpatient Imaging Services receives requests primarily through telephone contact for imaging services for the outpatient population. The role utilizes an online scheduling system to determine availability and schedules appointments. Brown University Health employees are expected to role model the organization’s values of Compassion, Accountability, Respect, and Excellence, and demonstrate core Success Factors including Instill Trust, Value Differences, Patient and Community Focus, and Collaborate.

Responsibilities

• Receives requests from physician offices, patients, and others for diagnostic imaging services.
• Accesses the online scheduling system to determine appropriate modality availability and schedules appointments.
• Prepares and sends appointment confirmations and related questionnaires or documents required prior to the appointment.
• Obtains and updates electronic patient records with demographic details, insurance verification, referring physician information, and more.
• Obtains and verifies physician orders, scans documents for inclusion in the patient record, and follows up on missing patient data such as treatment, lab, or imaging results from internal and external sources.
• Coordinates record preparation and document compilation with hospital-based imaging business support staff.
• Advises appropriate personnel on the availability and status of electronic records and contacts insurance representatives to confirm coverage or obtain pre-authorization when required.
• Provides information to physician offices or patients regarding registration, exam preparation, questionnaire completion, directions, and related instructions.
• May receive and process requests for copies of image files or refer such requests to hospital-based imaging services file room staff.

Minimum Qualifications

Basic Knowledge

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

Experience

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

Work Environment and Physical Requirements

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