Imaging Services Administrative Coordinator

Job Details

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Job ID:
29377

Location:
450 Brookline Ave, Boston, MA 02215

Category:
Imaging

Employment Type:
Full time

Work Location:
Onsite:Up to 1 day remote/wk

Overview

Under the direction of the Manager and Supervisor of Imaging Support Services, this mission critical position is responsible for departmental administrative tasks, such as patient reception duties, organizing necessary materials for the patient’s imaging procedure, review of complex patient appointment sets, ordering lab work and additional tests associated with imaging procedures. The Imaging Services Coordinator (ISC) works in a busy environment with a high patient volume, managing complex tasks while balancing multiple real-time priorities, and, when appropriate, acting as the escalation point for issues presenting at main reception.  The ISC is an ambassador of the DFCI patient experience while efficiently managing the patient check-in process; uploading outside imaging into PACS, being responsible for offering exemplary customer service and resolving and triaging issues presented during both face-to-face and telephone interactions. 

This position is 30 hrs/week.

Responsibilities

PRIMARY RESPONSIBILITIES:

Imaging Services Coordinator I:

Reporting to the Imaging Support Services Manager/Supervisor, this position is responsible for the following: 

 

Check-In/Administrative:

  • Verifies complex appointment sets across modalities for oncology patients in accordance with scheduling guidelines
  • Acquires, enters, and links lab orders from Ordering Providers
  • Assembles screening forms and worksheets for each imaging modality
  • Works with Access Management to ensure pre-authorizations have been obtained
  • Facilitates patient and staff flow for patients needing lab work
  • Maintains confidentiality of Protected Health Information (PHI)
  • Performs past-pending reconciliations
  • Provides superior customer service to all patients, family members, physicians and staff in accordance with the DFCI Customer Service Standards
  • Performs front desk check-in functions: verifies patient identification; prints patient wristbands; assigns Real-Time Locating System (RTLS) badges; and asks patients screening questions. Prints and reviews appointment schedules for patients
  • Notifies nursing and lab staff of issues as needed
  • Answers telephone and provides general imaging specific information to callers within the scope of knowledge and authority
  • Reviews missing labs reports and works with staff from other departments to resolve missing labs
  • Identifies inconsistencies with, or outstanding questions regarding lab panel orders. Works directly with Providers to reconcile the order to prevent a delay for the patient
  • Transports wheelchair patients or arranges for patient Escorts and/or wheelchairs

 

 Patient Experience:

  • Delivers outstanding customer service to internal and external customers
  • Timely and accurately responds to the needs of internal and external customers
  • Ability to deescalate patient grievances, maintain customer service standards, and involve department leadership as necessary

Communication and Collaboration:

  • Demonstrates ability to effectively communicate across leadership levels and with varying audiences
  • Synthesizes and communicates complex information in patient friendly terms
  • Works effectively as a member of the team and across functional teams
  • Fosters a sense of shared responsibility among the team

Emergency Response:

  • Recognizes emergencies and appropriately responds using standard operating procedures and critical thinking skills

Regulatory Compliance and Quality Improvement:

  • Compliance with DFCI policies and procedures
  • Understanding their role and responsibility in obtaining successful Joint Commission accreditation
  • HIPPA regulation compliance
  • Completion of assigned AEU and Health Stream competencies
  • Actively participates and provides constructive feedback on quality improvement projects

Information Technology:

  • Maintains a level of competency in all operational systems such as: Epic, RTLS, Outlook, and Sunquest
  • Actively engaged in system upgrades and effected operational changes
  • Manages supply of RTLS badges including: assembling, maintaining, collecting, distributing, cleaning, and troubleshooting problem badges
  • Actively participates in system(s) downtime and confidently moves seamlessly between normal operations and downtime procedures

Image Library Responsibilities (Chestnut Hill ISC only):

  • Creates orders and imports outside images from digital media into Enterprise Picture Archiving and Communication System (PACS
  • Understands and uses PACS, applicable image upload software, and computer equipment to import images from digital media to PACS
  • Exports images to CD or via electronic transfer
  • Troubleshoots images and collaborates with the Image Library, when necessary, to resolve and successfully import images into PACS
  • Manages and reconciles all patient CDs from intake to upload completion. Works collaboratively with team members to ensure efficient completion of daily work queue
  • Mails requested CDs back to patient or discarding of CDs per departmental guidelines
  • Maintains a level of competency in all operational systems such as: QuickBase, Visage, LifeImage, PowerShare, and ETIAM

Qualifications

MINIMUM JOB QUALIFICATIONS:

Imaging Services Coordinator I:

Bachelor’s degree preferred. Prior customer service experience preferred.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Excellent verbal and written communication skills
  • Excellent customer service skills and ability to perform under pressure
  • Ability to multi-task and function as an integral member of the team
  • Strong organizational, problem solving and critical thinking skills
  • Ability to adapt to ever-changing environment and able to toggle between multiple systems during the day
  • Demonstrated flexibility and ability to take on additional responsibilities as situations require
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