Senior Advanced Imaging Coordinator

Austin Regional Clinic Advanced Imaging Front Desk Coordinator

Austin Regional Clinic has been voted a top Central Texas employer by our employees for over 15 years! We are one of central Texas' largest professional medical groups with 35+ locations and we are continuing to grow. We offer the following benefits to eligible team members: Medical, Dental, Vision, Flexible Spending Accounts, PTO, 401(k), EAP, Life Insurance, Long Term Disability, Tuition Reimbursement, Child Care Assistance, Health & Fitness, Sick Child Care Assistance, Development and more.

Purpose: Serves as an initial point of contact for advanced imaging by performing check-in/check-out functions, booking patient appointments, prior authorizations, and insurance verification. Serves as a resource for other business office and clinical staff including training others. Carries out all duties while maintaining compliance and confidentiality and promoting the mission and philosophy of the organization.

Essential Functions:

• Performs front desk duties, which include but are not limited to opening front office, answering phones, booking appointments, greeting patients, check-in/check-out, end of day processing & documentation, including deposit, etc.
• Schedules CT, MRI, and other imaging appointments in accordance with clinician orders, imaging protocols, and department guidelines to optimize patient access, resource utilization, and daily workflow efficiency.
• Confirms appointments with patients and provides preparation instructions, including but not limited to contrast, fasting, and arrival requirements as applicable.
• Works closely with imaging technologists to help keep schedule flowing smoothly throughout the day.
• Performs full patient registration functions which include collecting and entering all patient insurance and demographic information necessary to set up insurance coverage and patient accounts.
• Communicates appointment changes, delays, and other pertinent information to patients and staff in a timely manner.
• Coordinates patient movement throughout the imaging department, including escorting or directing patients as needed to maintain efficient clinic operations.
• Maintains accurate scheduling, registration, and patient account information within Epic and other designated systems.
• Maintains current knowledge of insurance requirements, prior authorization processes, and insurance verification procedures related to advanced imaging services.
• Verifies insurance eligibility, benefits, and coverage requirements prior to imaging services being performed.
• Obtains authorizations and pre-certifications from insurance carriers in a timely manner.
• Reviews imaging orders and supporting documentation to ensure authorization requirements are met.
• Acts as a resource for patients and staff with insurance coverage, authorization status, scheduling requirements, and any other related questions/problems requiring resolution.
• Communicates authorization outcomes, coverage limitations, and financial responsibility information, as appropriate, to patients and specialist offices in a timely manner.
• Serves as a liaison between clinicians, patients, and technologists as well as coordinates with referring clinicians, insurance carriers and patients to obtain necessary clinical documentation and resolve authorization issues.
• Responsible for maintaining access to online resources.
• Ensures authorization, verification and insurance-related information is properly documented in Epic.
• Identifies and escalates authorization denials, delays, or coverage concerns.
• Informs clinicians and management of any issues causing a delay in patient scheduling, authorization process, or reimbursement.
• Researches and resolves problems with patient accounts from site requests.
• Works with the radiology team and clinicians to communicate coding issues and submit adjustment journals as needed.
• When working in advanced imaging-related work queues, responsible for maintaining timely and accurate workflows to support efficient advanced imaging operations consistent with the policies of the Compliance Plan.
• Researches and resolves problems with patient accounts in work queues.
• Serves as a resource for Business Office staff.
• Assists with training of Business Office staff.
• Adheres to all company policies, including but not limited to, OSHA, HIPAA, compliance and Code of Conduct.
• Regular and dependable attendance.
• Follows the core competencies set forth by the Company, which are available for review on ARC SharePoint.
• Works holiday shift(s) as required by Company policy.

Other Duties and Responsibilities: Performs other duties as assigned.

Qualifications:

Education and Experience Required: High school diploma or GED. One or more years of experience working in the office of a healthcare related facility including scheduling, referrals and prior authorizations. Experience using a PC in a Windows environment.

Preferred: Experience working in the office of an advanced radiology facility. Experience working with ICD-10 and CPT coding.

Knowledge, Skills and Abilities:

• Excellent verbal and written documentation and communication skills.
• Knowledge of medical terminology,
• Familiarity with procedural and diagnostic coding.
• Familiarity with ICD and CPT coding methodology.
• Knowledge of medical insurance, collections, and appointments.
• Keyboarding ability.
• Excellent customer service skills.
• Excellent computer and keyboarding skills, including familiarity with Windows.
• Excellent interpersonal and problem solve skills.
• Ability to work in a team environment.
• Ability to manage competing priorities.
• Ability to engage others, listen and adapt response to meet others' needs.
• Ability to perform job duties in a professional manner at all times.
• Ability to align own actions with those of other team members committed to common goals.
• Ability to understand, recall, and communicate, factual information.
• Ability to understand, recall, and apply oral and/or written instructions or other information.
• Ability to organize thoughts and ideas into understandable terminology.
• Ability to apply common sense in performing job.

Certificate/License: If work in the charge review work queue, then must attend and complete all work queue training and successfully pass all tests based on the guidelines listed in the Compliance Plan.

Work Schedule: Monday - Friday 7:30am-4:30pm

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.