Imaging Center Assistant Supervisor

Job Description

Job Description

Description:

Job Title: Imaging Center Assistant Supervisor

Salary: $32- $34 hourly

Location: Tustin, CA

Openings: 1

Position Purpose:

The Assistant Supervisor is responsible for assisting oversee and coordinate front office, imaging technologist, and transcriptions staff and schedules, patient schedules for all imaging modalities,

Monitor performing a variety of clerical functions to ensure the efficient operation of the Radiology Clinic and to enhance patient experience. This position provides administrative support to the Site Manager and the multi-specialty Radiology department. The position often serves as the first point of contact for office and technical staff, whether answering phones or checking in patients, the position ensures a welcoming and efficient experience for all patients regardless of background while demonstrating FTOC’s core values.

FTOC’s Expectations of all Employees

· Adheres to all FTOC Policies and Procedures.

· Providing the utmost customer service experience to all clients

· Conducts self in a manner that always represents FTOC’s core values.

· Maintains a positive and respectful attitude with all work-related contacts.

· Communicates regularly with immediate supervisor about Departmental and FTOC concerns.

· Consistently reports to work as scheduled and in a timely manner prepared to perform the duties of the position.

· Meets productivity standards and performs duties as workload necessitates.

· Ability to train on all Learning Management Systems (LMS) by self-learning models from FTOC’s EMR.

Core Duties and responsibilities, include but are not limited to:

1. Open Suites 101, 204 and 209 in the morning, when necessary

2. Train and develop new office team members.

3. Prepare and mail out fibroscans, DEXA, and mammogram results to patients.

4. Confirm patients, as necessary.

5. Assists with monthly schedules for modality technologists if needed.

6. Coordinate last minute office and technologist coverage as needed.

7. Produce and support office staff monthly schedules.

8. Oversee/block modality schedules to ensure productivity and efficiency.

9. Verify that authorizations are in file for requiring modalities.

10. Manage and monitor so they get scheduled efficiently.

11. Assist in preparing some modality orders for billing purposes.

12. Cover front desk during lunches and breaks, as necessary.

13. Promote and provide cross-communication and support among departments.

14. Answer incoming calls and provide/promote excellent customer service in accordance with FTOC customer service standards.

15. Verify insurance eligibility, benefits, and authorization requirements prior to scheduling and/or patient arrival.

16. Inform patients of financial obligations such as co-pays, deductibles, and outstanding balances; collect payments at check-in and issue receipts.

17. Verify that all required paperwork for diagnostic exams, including imaging orders, lab results, insurance documentation, and authorizations are complete prior to the appointments.

18. Ensure strict adherence to HIPAA regulations by protecting patient confidentiality and securing all workstations and medical records.

19. Facilitate the distribution of imaging reports and records to referring providers in accordance with HIPAA guidelines via mail when appropriate.

20. Assist with the processing of medical records requests, including subpoenas.

21. Ensure the office and workstations are clean, organized, safe, and compliant.

22. Participate in departmental quality improvement initiatives and follow all established policies and procedures.

23. Perform standard front office functions, including check-in/check-out processes and completion of Start-of-Day and End-of-Day payment procedures with assigned team members if needed.

24. Rotate through different radiology suites and schedules assigned by management when needed.

25. Maintain required certifications and training courses in accordance with departmental and organizational standards. Assist in overseeing daily operations of the imaging department (MRI, CT, X-ray, Ultrasound, PET, Nuclear Medicine, DEXA, Mammograms etc.)

26. Support supervision of radiologic technologists and support staff

27. Help create and manage staff schedules to ensure adequate coverage

28. Ensure adherence to safety standards, protocols, and regulatory requirements (e.g., HIPAA, radiation safety)

29. Monitor patient flow and improve operational efficiency

30. Assist with staff training, onboarding, and performance evaluations

31. Address patient concerns and ensure a high level of patient satisfaction

32. Coordinate equipment maintenance and troubleshoot operational issues

33. Maintain accurate records, reports, and documentation

34. Collaborate with radiologists, physicians, and administrative teams

35. Make sure all shifts are fully staffed.

36. Perform other administrative or operational duties assigned.

*This job description in no way states or implies that these are the only duties to be performed by the employee. He or she will be required to follow any other instructions and to perform other duties, within scope, as assigned by his or her supervisor.

Teamwork and Interpersonal Skills:

· Displays an awareness of others' needs and consistently acts in their best interests.

· Exhibits courtesy, mutual respect, and compassion in all interactions with others.

· Takes initiative to propose constructive solutions to challenges.

· Recognizes and respects differences while actively seeking more effective communication approaches.

· Demonstrates a positive and professional response to changes and challenges.

· Nurtures positive working relationships and contributes to a collaborative work environment.

· Exhibits effective teamwork, working cohesively to support the organization in achieving its goals and objectives.

· Adapts smoothly to shifting workplace priorities.

· Attends and actively participates in scheduled meetings, whether weekly, bi-weekly, or monthly.

· Strong leadership and team coordination skills

· Knowledge of imaging procedures and safety standards

· Excellent communication and interpersonal skills

· Ability to multitask and manage workflow in a fast-paced environment

· Problem-solving and decision-making abilities

· Proficiency with electronic medical records (EMR) systems

Education, Qualifications, and Experience:

· 3-5years of radiology office, scheduling, insurance verification, authorization, check-in/out, receptionist, and medical terminology, experience, needed.

· Must understand radiology processes and workflows.

· Experience managing and scheduling multimodality exams.

· MRI safety knowledgeable, needed.

· 3-5 years Managing office staff daily and monthly schedules and covering as needed.

· Must have a high energy/enthusiastic personality.

· Excellent customer service skills and patient care

· Train and develop new staff as needed with care and tactic.

· Must be computer literate and an adaptive person.

· Willing and available to cover weekends if needed.

· Fluently bilingual in Spanish or Vietnamese – Required

· ARRT certification (or equivalent, depending on modality) preferred

· Prior leadership or supervisory experience preferred

Work Schedule:

· FTOC is an in-person organization first, and foremost. Employees are expected to be on-site for their scheduled shifts.

· Hours of operation are Monday to Friday 8 a.m. to 8 p.m., however, employee schedules vary, depending on organizational, staffing, community, and patient needs. As such, FTOC may need to modify work schedules to meet such needs.

· Holidays and weekends may be required depending on an employee’s department due to organizational, staffing, community, and patient needs as FTOC continues to grow and expands workdays and hours.

· Overtime may also occur due to organizational, staffing, community, and patient needs.

Work Location:

Magnolia Imaging Center by FTOC, 14571 Magnolia St, Westminster, CA 92683\

Travel Requirements:

· Occasional travel will be required. Employees must be able to travel to FTOC sites as needed, including with short notice. ocal, state or federal laws.