Diagnostic Imaging Coordinator

Job title: Diagnostic Imaging Coordinator

RHTP alignment: Regional Referral, Authorization & Care Integration Coordinator

Primary assignment: Diagnostic imaging coordination

Reports to: Manager of Administrative Services or designated Practice Manager

Position: Full time, 1.0 FTE | Supervisory responsibilities: None

FLSA Status: Nonexempt

Work Schedule: Full time, 1.0 FTE, five days per week; occasional evening or weekend assignments according to service needs.

Work Location: On-site at assigned LRHC locations, with travel among service locations as needed. This is not a remote position.

Position Objective

The Diagnostic Imaging Coordinator manages the administrative steps connecting an imaging order with authorization, scheduling, examination completion, report receipt, and routing to the ordering clinical team. The position helps patients overcome access barriers and maintains reliable tracking so imaging needs receive timely follow-through.

Through LRHC’s Rural Health Transformation Program (RHTP) and the RIVER (Regional Integrated Vermont Enhanced Rural) Community Health Network, the role supports a centralized imaging coordination process serving clinics, Healthy at Home, mobile services, satellite access points, and other approved locations. It performs the diagnostic imaging component of the broader referral, authorization, and care integration function.

Diagnostic Imaging Orders and Authorizations

Review incoming imaging orders for required administrative information, ordering clinician, requested examination, clinical documentation, and clinician-designated urgency. Request clarification or corrected orders from the clinical team when needed.

Confirm patient, insurance, and receiving-facility information. Determine applicable authorization requirements and submit requests with supporting records through approved processes.

Track authorization decisions, expiration dates, and approved examination and facility details. Communicate discrepancies, missing information, delays, or denials promptly to the ordering team.

Coordinate administrative documentation for reconsideration or appeals as directed. Arrange clinician-to-clinician review when requested by the payer; clinical justification and changes to orders remain with authorized clinicians.

Prioritize work according to the ordering team’s clinical urgency and established procedures. Escalate barriers affecting timely completion rather than independently changing clinical priority.

Scheduling and Patient Access

Coordinate appointments with imaging facilities, considering clinician requirements, availability, coverage arrangements, patient preferences, and practical access needs.

Communicate examination location, date, and facility-approved preparation instructions. Refer clinical questions, preparation concerns, and safety questions to the imaging facility or LRHC clinical team.

Help arrange required records and administrative prerequisites with receiving facilities. Coordinate transportation, interpreter, and other access assistance with designated LRHC staff.

Follow up on unscheduled orders, cancellations, missed appointments, and patient declinations. Document reasons and barriers, arrange next steps, and notify the ordering team when completion is unresolved.

Completion Tracking and Clinical Handoffs

Maintain EHR work queues and order status from receipt through scheduling, completion, report receipt, and routing. Identify aging orders and overdue reports and follow up with patients, facilities, or staff.

Obtain examination reports and route them promptly to the responsible clinical team. Escalate urgent facility notifications immediately through approved clinical communication procedures.

Track assigned documentation of clinical receipt and follow-up under LRHC procedures. Close administrative tasks only when required steps are documented; clinicians interpret findings and determine clinical action.

Maintain accurate records of authorizations, contacts, scheduling, barriers, and outstanding actions. Follow consent, privacy, and secure information exchange procedures.

Regional Coordination and RHTP Improvement

Maintain imaging contacts, forms, service information, and EHR directory entries. Build relationships supporting scheduling and report exchange.

Coordinate imaging from home, mobile, satellite, and clinic encounters centrally. Work with nursing, care coordinators, and the Practice and Mobile Operations Manager to support reliable administrative handoffs and patient follow-through across service settings.

Help standardize imaging workflows, train support staff on assigned procedures, and identify process gaps. Participate in Lean and Plan-Do-Study-Act improvement activities.

Contribute authorization, scheduling, completion, barrier, and report-tracking information to approved evaluation and the Rural Primary Care Capacity Index (RPCCI). Document assigned grant-supported work under LRHC procedures.

Provide related referral coordination support when assigned, while maintaining diagnostic imaging as the primary focus. Perform other duties consistent with training and the position.

Working Relationships and Authority

Reports to the Manager of Administrative Services or designated Practice Manager, who establishes work priorities, provides direct supervision, and coordinates performance management.

Partners with ordering clinicians, nursing, care coordinators, patient services staff, Billing, payers, and imaging facilities to coordinate administrative access and follow-through. Works with the Practice and Mobile Operations Manager on workflows connecting mobile and community encounters with centralized imaging coordination.

Clinicians select examinations, establish clinical urgency, interpret findings, and determine treatment and follow-up. Route clinical questions and concerns to the responsible clinician. This position does not perform imaging examinations or supervise staff.

Education Experience and Abilities

High school diploma or equivalent required. Associate degree or training in medical office procedures, business, or a related field preferred.

Healthcare office experience involving health information systems and patient service. Diagnostic imaging scheduling, referral coordination, or prior authorization experience preferred.

Knowledge of medical terminology and ability to navigate payer and facility processes, track deadlines, and organize accurate supporting records.

Strong communication, attention to detail, organization, and patient advocacy skills. Ability to teach established procedures and share knowledge with colleagues.

Proficiency with EHR work queues, office software, and secure record exchange. Ability to protect confidential information and escalate unresolved concerns.

Indicators of Success

The supervising Manager of Administrative Services or designated Practice Manager, in collaboration with clinical leaders, will establish goals against baseline information for authorization and scheduling turnaround, completion, overdue work, report routing, documentation, and patient experience. Priorities and measures reflect clinician-designated urgency.

Working Conditions and Acknowledgment

Work primarily involves computer and telephone duties, document handling, and coordination with patients and facilities. Occasional travel and flexible hours may be required. Essential duties may be performed with reasonable accommodation.

Duties may evolve with organizational needs, consistent with training and the role.

Pay: $24.72 - $29.56 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $25 - $30