Imaging Clerical Rep

Reports to the Manager of Imaging Services and monitors the daily function of the Imaging Applications. Interacts with internal and external customers.

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.

Performs Imaging secretarial services by:

• Answering telephone calls, referring callers appropriately and answering inquiries, also greeting visitors and directing them as necessary.
• Coordinating, as needed, minor projects for supervisor(s) by pulling together information and following up on projects to ensure timely completion.
• Providing general orientation to new department associates concerning general office and department practices.
• Operating standard office equipment (i.e., computer, photocopier, fax, phones) and others as needed.

Registers patients (in order to obtain demographic, physician and insurance information in accordance with established departmental policies and procedures) and collects applicable payments by:

• Obtaining identification, demographic, physician and insurance information from patients and accurately entering this information into the hospital information system.
• Updating the system after validation of the patient’s demographic and financial information.
• Using the current Scheduling System or Cerner databases to locate/retrieve scheduled patients for admission/registration input into PreReg / Registration Conversations.
• Explaining to the referring office or patients about the possible need to pre-certify with the referring offices or patient’s insurance carrier in order to ensure maximum coverage to the limits of the insured’s insurance policy.
• Validating medical necessity via the Compliance Checker and completing ABN at time of service.
• Verifying and documenting insurance coverage via online eligibility systems, internet resources or via telephone.
• Requesting copies of the insurance card(s) and driver’s license or other government picture ID to confirm insurance benefits and identification.
• Completing the Medicare Secondary Payer Questionnaire (MSP) and Advance Beneficiary Notice (ABN).
• Requesting payment either during the pre-registration process, when the patient presents for service or at Patient Check Out in accordance with MHSB’s policies and procedures (applies by site location).
• After collecting applicable copayments and deductibles, posting patient payments (including cash, checks and credit cards) on the patient’s account and generating a system receipt to give to the patient (applies by site location).
• Obtaining all required signatures for the “consent to treat” and assignment of insurance benefits forms.

Coordinates both the Verification of Benefits (VOB) and Pre-certification/documentation (PA) processes for patients by:

• Using online eligibility systems to determine the patient’s benefits under the insurance plan (applies by site location).
• Documenting all VOB information in the computer system.
• Obtaining pre-certification information from the insurance company’s pre-certification unit (i.e., whether pre-certification is required, if the ordering physician has completed it, etc.). (applies by site location).
• When the ordering physician has not completed the pre-certification, calling the physician’s office to initiate the pre-certification process and following up until it has been completed (applies by site location).
• When the ordering physician has completed the pre-certification, documenting the authorization and releasing the account (applies by site location).
• Printing itemized estimates for the patient upon receipt of copayments or coinsurance (applies by site location).

Coordinates other patient services and performs clerical duties by:

• Completes other job-related duties and projects assigned by area coordinator, PACS Administrator, Imaging Manager, or Imaging Director.
• Updating patient accounts for proper and timely claims filing.
• Maintaining logs and charts.

Education and Training:

• Attends department meetings, Global meetings and any other meetings assigned by PACS Admin and is responsible for 100% of content of all meetings not attended.
• Assists in the training of new associates to their responsibilities, hospital policies and protocols relative to the position, directing feedback to coordinator.
• Assists in training existing associates to their responsibilities in all areas of the office and reception, directing any feedback to area coordinator.
• Attends all mandatory in services 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.
• As technical advancement occurs, actively seeks digital imaging education and training as required.
• Becomes proficient in all areas of the office.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Providing world class service at all times.
• Assisting the department to meet or exceed its quality assurance goals.
• Greeting and providing information to patients and their families in a professional and friendly manner.
• Acting as a representative of Beacon Health System and striving to make a good first impression.
• Striving to accurately process an optimal number of registrations (or pre-registrations) during one’s shift.
• Communicating with the Coordinator, Supervisor, Manager, or Director regarding any concerns or problems.
• Maintaining records, reports and files as required by departmental policies and procedures.
• Maintaining relevant EMR systems including but not limited to:
  • PACS:
    • Importing and exporting images on new and existing patients
    • Properly labeling outside exams
    • Merging patient accounts
    • Completing all steps in clearing the QA list
    • Clearing the unreported list and transcription worklists
    • Completing Peervue
    • Checking to see if images have been pushed to a facility
    • Using additional programs to push images through PowerShare or Nucleus
    • Pulling exams from the MRI database
    • Scanning documents on exams
    • Changing exams to and from reviewed / reported as needed
  • Aspen:
    • Properly inputting prior outside exams to a patient chart
    • Adding outside locations
    • Adding an outside clinician with all necessary information including: name, address, phone and fax numbers, NPI number, and interface code
    • Resending reports from Aspen to Cerner
    • Noting communication whether with the patient or outside facilities within the patient’s event list
    • Patient letter communication
  • Cerner:
    • PowerChart
      • Finding clinician orders (both paper copies and digital entries)
      • Checking communication types on orders
      • Finding existing clinic notes
      • Scanning and finding other documentation
    • Scheduling
      • Finding patient appointments
      • Accurately scheduling, rescheduling, and canceling patient appointments
      • Correcting orders within the appointment book
      • Assigning correct encounters to upcoming appointments as well as correcting wrong encounters
      • Linking multiple appointments
• Completing other job-related duties 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.

• 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 acquired through the successful completion of a high school diploma or equivalent is preferred. Must be a minimum of 17 years of age. Experience with Computer Applications and Information Systems Applications preferred. One to two years of job-related experience is preferred. Strongly prefer two to three years’ experience in a healthcare setting. Understanding of Dicom computer language preferred. Medical Terminology and Radiology environment experience preferred. Use of applications listed in essential job duties can be acquired through on-the-job training.

Knowledge & Skills

• Ability to learn and use anatomy and radiology terminology, and the knowledge of medical abbreviations and their meanings.
• Demonstrates the interpersonal and communication skills (both verbal and written) necessary to interact effectively with a wide range of internal and external contacts.
• Requires proficient computer skills to complete work assignments accurately and in a reasonable amount of time.
• Requires the ability to use good judgment to make proper decisions using Beacon and departmental policies and procedures as a guide.
• Requires the effective phone usage skills necessary to process and relay information accurately.
• Working knowledge of Beacon standard software packages preferred.
• Training and presentation skills.
• Ability to manage multiple projects simultaneously.
• Technical computer troubleshooting skills.
• Must be detail-oriented, have good communication and inter-personal skills, and display strong team member skills.
• Understanding of testing and quality control.

Working Conditions

Works in an office environment with some possible mental/visual fatigue.

Physical Demands

Requires the physical ability and stamina to perform the essential functions of the position.