Interventional Radiology Administrative Support - Radiology Administration - Full Time

Job Description

Position Summary: This person is responsible for the complete and accurate scheduling of IR cases. This includes assuring the availability of the necessary vendors, Anesthesia, procedure rooms in IR, CT, DX, Radiation Therapy, Ultrasound, IR staff, nursing, physician; along with knowledge of the appropriate procedural orderable, billing CPT codes, requirements to preauthorize procedures with insurance providers. This person needs to be able to work with multiple departments in the hospitals to coordinate procedures. This position is also expected to greet and assist all patients, visitors, and staff at the Interventional Radiology desk. The Administrative Support staff member will also check in all outpatients and short procedure patients, assign patient room numbers, verify demographics and insurance information, along with collect payments when necessary.

Education, License & Cert: Associates Degree or AAS in Medical Office Assisting is preferred or a high school diploma, or equivalent, with experience working in a medical office.

Experience: 5+ years experience supporting at the executive or administrative level is preferred. Must have the ability to work well under pressure, be capable of handling a diverse workload, exercise independent judgment, be a team player, maintain composure and pleasant attitude, complete assignments in a timely manner with minimal or no supervision, flexibility to reprioritize, work on tight deadlines, have experience working with confidential and sensitive information, excellent typing and word processing skills needed as well as excellent oral and written communication skills with a strong knowledge of MS Office and Lotus Notes. Excellent calendar management skills, including the coordination of complex meetings is preferred.The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks for the department, the Supervisor and the providers, and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a growing office of diverse people and programs. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

Essential Functions:

1. Answer, screen and respond to telephone calls and visitors on behalf of the Interventional Department, 4 West Observation unit and Pain Management. Promptly and efficiently and ability to determine urgency of situation and suggest appropriate referral.


2. Screens and prioritizes all mail delivered to the Interventional Department. Responds to requests that do not require the direct attention of the IR supervisor.

3. Schedules IR procedures, Neurointerventional Radiology procedures, consults, follow-ups, and other radiology diagnostic studies as needed, and instructed. Additionally, coordinates IR procedures with Anesthesia, CT, Ultrasound and the operating room.


4. Maintains and manages the filing systems for the Interventional Department.

5. Acts as a liaison between staff personnel (including Radiologists). Also acts as liaison between other departments and Radiology.

6. Obtains diagnostic studies and reports from outside hospitals and other care facilities.

7. Maintain the daily scheduled appointments for the Interventional departments at RPH and CH. Informs technologist and radiologist of daily schedules, incoming requests throughout the day and emergency cases.

8. Complete outpatient registration and third-party billing information accurately.

9. Contact primary care physician or referring specialist for obtaining referral.

10. Document the patient's diagnosis code and office ICD10 codes. Obtain precertification from insurance companies for IR procedures and diagnostic imaging.

11. Provides multiple instructions to patients over the phone, mails appointment and letters to patients. Instructs patient on filling out necessary clinical forms prior to seeing the physician. Coordinate and explain the admission process for 4 West Observation and ASU.

12. Daily use of general office equipment, electronic and voice mail, computer with word processing software (Microsoft Office - Word, Excel, Power Point), photocopier, laminator, telephone, fax, Radiology Information System, PACS system and Microsoft 360 applications

13. Assists Supervisor with managing daily patient schedule, with the ability to reschedule quickly to accommodate emergency add on procedures and work with patients to meet their needs and personal schedules.

14. Resolves and/or refers complaints from employees, visitors, and patients.

15. Demonstrates effective time management.

16. Attends and participates in department staff meetings.

17. Knowledge of governmental compliance issues and corporate compliance plan.

18. Participates in quality improvement plans and assists in implementation.

Other Duties:

1. Notifies appropriate staff of patient's arrival to department

2. Orients patient to the department including patient parking

3. Directs patients to exam rooms


4. Prepares and tidies reception and waiting rooms


5. Necessitates patients' lab work, transports patients, and delivers specimens to lab as needed.

6. As assigned

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About Us

Joining the Guthrie team allows you to become a part of a tradition of excellence in health care. In all areas and at all levels of Guthrie, you'll find staff members who have committed themselves to serving the community.

The Guthrie Clinic is an Equal Opportunity Employer.

The Guthrie Clinic is a non-profit, integrated, practicing physician-led organization in the Twin Tiers of New York and Pennsylvania. Our multi-specialty group practice of more than 500 physicians and 302 advanced practice providers offers 47 specialties through a regional office network providing primary and specialty care in 22 communities. Guthrie Medical Education Programs include General Surgery, Internal Medicine, Emergency Medicine, Family Medicine, Anesthesiology and Orthopedic Surgery Residency, as well as Cardiovascular, Gastroenterology and Pulmonary Critical Care Fellowship programs. Guthrie is also a clinical campus for the Geisinger Commonwealth School of Medicine.