Radiology Administrative Coordinator

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Reports to Director, Radiology. Performs necessary clerical duties including answer phone calls professionally and courteously. Schedules office personnel to ensure equitable work and staff distribution. Correctly and accurately processes, records, and burns or imports CDs and films.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Coordinator Responsibilities:

• Schedules office personnel to ensure equitable work and staff distribution, continue to look for ways to manage daily activities with the correct number of staff members.
• Participates in the schedule rotation as needed to best suite the department.
• Makes sure that each member of the office team can perform each given task in the office with proficiency, changing regular schedules as needed to accomplish this.
• Coordinates breaks and lunches for the daily staff, based on workload and shortages.
• Any issues should be addressed and if further action is required, communicates to PACS Administrator.
• Assures that all PET related activities are completed, getting prior exams, preparing classroom, preparing patient tokens of appreciation, scanning all related paperwork into PACS, making sure that Admitting and Medical Records have all appropriate paperwork, as well as communicating with the Radiologist, Mobile PET, physician offices as needed, and charges the following day.
• Keeps attendance records current on all RIS PACS Associates.
• Acts as a role model by complying with policies, procedures and practices.
• Assists PACS Admin with PMF evaluations of RIS PACS associates.
• Assures that RIS PACS Associates attend required/appropriate meetings.
• Provides input on hiring/staffing for RIS PACS associates.
• Keeps all office procedures and check off sheets up to date and communicates all changes to associates and PACS Admin.
• Performs any other duties as assigned by the PACS Administrator.

Communication:

• Answers incoming calls by the third ring in a professional and courteous manner, communicating effectively with the caller, then handling or distributes the calls appropriately.
• Not waiting on the other associates to the phone first.
• Accurately and according to department policy answers inquiries from patients and physicians' offices.
• Initiates phone calls and pages for Radiologist and technologist to other physicians in a timely manner and follows up with return calls if page is not answered.
• Uses the overhead paging system in a professional manner while demonstrating distinct, concise language that is effective and conductive to a healthcare environment.
• MRI calls: If need make patient call for modality.
• Calls faculties requiring outside images, is completed timely and by the protocol established with MRI.
• Follows proper department procedure for calling in physicians and associates after normal business hours, documents such calls and follows up to see that appropriate staff return calls and report to department- RIS online work list and log sheet Understands and follows call tree procedures when requested to do so, including the Internal and External Disaster procedures for office personnel.
• Keeps and updated call tree for quick reference during off duty hours.
• Refers complex matters to appropriate management staff.
• Demonstrates positive, friendly interpersonal skills by communicating with patient, visitors, physicians, co-workers and other departments in a friendly, caring sincere and cooperative manner.
• Uses proper scripting and patient satisfaction techniques.
• Completes goals for the year timely if requested and achieved 80%.
• Responds to all e-mail requests from PACS Admin and management timely.

Computer Competency/ Education and Training

• Must show competency in departmental PC software such as WINDOWS (word, excel, outlook), Star, PHS, RIS, Verify, powerscribe and PACS.
• Must be knowledgeable on all office equipment, including refilling each one with its individual paper, toner or ribbon. (all printers, fax machine).
• Must be knowledgeable in the use and functionality of the department phone system and portable telephones.
• Shows competency in computer trouble shooting acting as the front line for all associates.
• Attends department meetings, coordinator meetings and Global meetings and any other meeting as assigned by PACS Admin and is responsible for 100% of content of all meetings not attended.
• Oversees the training of new associates to their role and responsibilities and hospital policies and protocols relative to this position, directing feedback to the PACS Admin.
• Assures all check off sheets as completed.
• Oversees training existing associates to their responsibilities in all areas of the office and reception, directing any feedback to PACS Admin.
• Attends all mandatory in services, skills day and/or completes written in services in a timely manner as requested by hospital and departmental policies.
• Reads all emails and educational material posted in a timely manner, and implements any procedural changes, as noted.
• Completes all annual competency required certification to ensure ongoing skills in accordance with department standards.

PACS RIS

• Must have knowledge of all imaging exams and see that they are processed according to priority and proper department procedures.
• Ensures the exams have been reviewed by the modality prior to being received by the Radiologist and that all exams have a report available.
• Correctly processes film/CD/image releases and release of health information, compiling the correct patient information according to office procedure for release to outside medical facilities and patients.
• Accurately records film/CD's coming in and leaving the department, using proper office procedures for labeling and tracking. Also returns outside films in a timely manner.
• Accurately burns or imports CD's and prints film when needed for patients and other facilities, verifying that the proper information gets to the correct patient and/or facility and ensuring that correct merging and editing is done so that the images are available for Radiologist's comparison.
• Follows department policy for downtime procedures and provides assistance to physicians, radiologist, associates and PACS team as needed.
• Using PACS is able to locate and transmit images to multiple locations per request of physicians, medical office, modality, or other hospital department in a timely manner. Also making sure that the report gets faxed.
• Provides assistance to radiologist, physicians and other associates in locating images and reports.
• Initiates telephone calls or fax requests to other medical institutions to retrieve necessary images/films/CD's for comparison.
• Provides Radiologist with troubleshooting assistance for PACS workstations, Verify and powerscribe.
• All associates need to understand the process for releases for attorneys, insurance companies and other entities in litigations, using the documentation requirements contained in the Court case policies to ensure patient confidentiality at all times.
• Verifies: watches work list to assure that messages are retrieved timely; follows up with all doctors on outstanding messages; documents all closures completely.
• Make sure that file prep daily reviews uncompleted list from RIS to find exams without reports and does all needed follow up. As well as looking at started and ordered to make sure technologist follow up.
• Checks QA manager on PACS to ensure digital data accuracy of listed exams making necessary changes or notifying the PACS team for correction as needed.
• Outside films to get read at MHO: performs all necessary steps to assure the films are read and returned to facilities timely.

Contribute to the overall effectiveness of the department

• Completes other job-related duties and projects as assigned.

ORGANIZATIONAL RESPONSIBILITIES

Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of a High School Diploma or equivalent. Certification in Computerized Specialty i.e. Network Certification. A minimum of 1 to 2 years of job-related experience is required. Working in customer service environment, preferably in medical setting is desirable.

Knowledge & Skills

• Knowledge of terminal digit filing systems.
• Ability to lead others.
• Mind set for Quality Customer Service.
• Ability to problem solve with a mind set for win-win outcomes.

Working Conditions

• Job is mentally challenging.
• Must be able to prioritize tasks from multiple customers simultaneously.

Physical Demands

• Job requires bending, lifting, reaching to retrieve x-ray film files.
• Lifting not to exceed 20 lbs.

Location: Beacon Health System · Radiology Administration Schedule: Full-time, Day, Monday - Friday, variable day shift.