Office and Diagnostic Coordinator - Full Time - Primary Care Quarry Walk

Griffin Health is an independent, not-for-profit healthcare system in Derby, Connecticut, dedicated to person-centered, high-quality care for over 130,000 residents. Anchored by Griffin Hospital—a 160-bed acute care community teaching hospital and Planetree International’s flagship facility—Griffin Health emphasizes kindness, respect, and active patient engagement. 

Recognized nationally and internationally for clinical excellence, patient satisfaction, and social responsibility, Griffin has earned honors such as Newsweek’s “World’s Best Hospital” list for the last 5 consecutive years, LOWN Institute’s top state ranking for outcomes, and Becker’s “100 Best Community Hospitals” designation, as well as Fortune's Magazine's "100 Best Companies to Work For". The organization fosters a supportive, wellness-focused work environment with programs like Griffin AgeLess, empowering caregivers to thrive physically, emotionally, and professionally. Through innovation, community outreach, health education, and food-security initiatives, Griffin Health advances whole-person healing and strengthens the communities it serves.

Griffin’s suburban atmosphere offers an easy commute, away from congested cities with easy to find free parking. Employees can also take advantage of generous benefits and wellness programs that add distinct advantage in its employee compensation. 

The Radiology Scheduling Coordinator is responsible for coordinating diagnostic imaging and cardiac testing appointments at the point of care checkout for patients seen in Primary Care and Specialty practices. This role ensures accurate order verification, appropriate test selection, payer authorization requirements, and timely scheduling across imaging modalities including mammography, breast ultrasound, bone density (DEXA), CT, MRI, cardiac stress testing, etc. The coordinator serves as a key liaison between providers, imaging departments, payers, and patients to facilitate seamless care transitions and optimize access. Additionally, this role is responsible for all tasks related to front desk reception and office coordination based off department need or manager request.

Core Responsibilities

Order & Clinical Review

·         Verify imaging orders for completeness, accuracy, and medical necessity alignment.

·         Confirm ICD-10 codes and CPT alignment when applicable.

·         Ensure required clinical documentation is present prior to scheduling.

·         Identify tests requiring prior authorization and route appropriately.

Scheduling & Access Management

·         Schedule diagnostic imaging and cardiac testing across Griffin radiology locations.

·         Match modality-specific scheduling requirements.

·         Coordinate time-sensitive or STAT requests.

·         Optimize next-available appointment availability while balancing clinical urgency.

·         Ensure accurate scheduling is reflected in all appropriate systems (e.g., Athena, Meditech, Vyne, etc.).

·         Coordinates daily office operations, patient flow and scheduling of appointments.

Insurance & Authorization Coordination

·         Determine insurance coverage requirements.

·         Initiate or verify prior authorizations.

·         Communicate missing documentation to providers in a timely manner.

·         Escalate payer denials or authorization delays per policy.

Patient Communication

·         Educate patients regarding location and arrival time.

·         Address scheduling conflicts and reschedule as needed.

·         Maintain a high standard of service and patient experience.

·         Medical office and clerical reception.

·         Greets patients and other visitors in the office in a professional and courteous manner.

·         Promptly and professionally answers telephone calls.

Documentation & Compliance

·         Accurately document scheduling notes in the EHR.

·         Maintain HIPAA compliance.

·         Ensure proper referral documentation where applicable.

·         Track and report unscheduled or deferred imaging orders.

Interdepartmental Collaboration

·         Partner with:

o    Primary Care practices

o    Specialty clinics

o    Radiology departments

o    Central authorization teams

·         Participate in workflow improvement initiatives.

Required Qualifications

Education

·         High school diploma or equivalent required

·         Associate degree in healthcare administration or related field preferred

Experience

·         1–3 years in medical scheduling or radiology scheduling or 5 or more years working in a clinical setting: providing clerical support and serving as office reception.

·         Experience with prior authorization processes strongly preferred

·         Experience with EHR systems (e.g., Athena, Meditech/Expanse, etc.)

Core Competencies

·         Knowledge of imaging modalities and associated preparation requirements

·         Understanding of insurance verification and authorization workflows

·         Strong attention to detail and accuracy

·         Ability to manage high-volume workflow

·         Excellent communication skills (verbal and written)

·         Ability to triage urgency

·         Medical office reception

·         Customer service orientation

·         Organizational and time-management skills