Imaging Scheduler (Healthcare)

The Imaging Scheduler is the first point of contact for the Imaging Dept. The schedulers are responsible for scheduling patients for their exams and for giving them any / all necessary instructions in preparation for their scan.
Imaging Scheduler is a position that requires detail orientation, multi- tasking, and flexibility. They will be working in a very fast-paced Oncology center. Clinic setting Monday - Friday hours. We do have multiple locations in NWA and possible travel from clinic to clinic as coverage is needed. Great Teamwork environment.

COME JOIN A WORLD CLASS TEAM AND HELP TO BRING CANCER TREATMENT HOME!
Highlands Oncology began in 1996 with three physicians and a desire to change the face of oncology care in our community. Dr. Malcolm Hayward, Dr. Dan Bradford, and Dr. Thad Beck knew that patients do better at home, in the community where they live and work, and where their support system is already in place. In furthering that goal, Highlands has grown with the region from a single location 26 years ago, to 6 locations in Northwest and Northcentral Arkansas today employing more than 800 diverse team members.

As Northwest Arkansas continues to grow, so must the services and providers available in the region. Highlands Oncology is committed to remaining on the cutting edge to ensure our community has access to the very best cancer care. What we have is something quite unique right here in our own backyard with a caring multidisciplinary team focused on treating patients like family.


Job Duties / Responsibilities:

Schedules and coordinates all diagnostic imaging studies (MRI, PET/CT, CT, X-Ray and Ultrasound)
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.
Sends emails on allergies to imaging nurse 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 patient is 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 DOS and sends off paperwork for reminder calls next day.
Preparing paperwork consists of sorting paperwork by times of service, checking diagnosis, ensures arrival time, scan time, and fasting time are all accurate. Prepares pregnancy forms as needed for women under 55years. Determines needs for creatinine test to be done and differentiates need for lab creatinine vs imaging creatinine. Reviews call report and adds notes to orders.

Required Skills/Abilities:

Answers phone courteously, in a timely manner and ensures 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 patient's that have no showed or cancelled their appointments & keeps communication with Physician teams/physician schedulers.
Notifies 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 made 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 verifies proper diagnosis for all imaging appointments within 5 business days of receiving the order.
Screen orders for pre-certification personnel ensuring 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
Reminds patients of upcoming appointments by calling the business day before and sending letters for PET scans two weeks out from their DOS.
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