Radiology Scheduling Specialist

At Mahaska Health the Radiology Scheduling Specialist plays a vital role in ensuring the smooth operation of the radiology department by managing scheduling, patient communications, and administrative workflows. This position serves as a key liaison between patients, radiologists, technologists, and other healthcare professionals to facilitate timely and accurate diagnostic imaging services.

Essential job responsibilities include but are not limited to,

• Schedule and confirm patient appointments for radiological exams
• Greet all patients/clients, family, caregivers, and/or visitors to the department/clinic in a friendly manner.
• Answer phones and take accurate messages in a professional manner.
• Address patient inquiries with professionalism and empathy
• Coordinate imaging procedures across multiple modalities (e.g., X-ray, CT, MRI)
• Optimize daily workflow to reduce patient wait times and maximize equipment usage
• Assist patients/clients, family, and/or caregivers with the completion of all necessary paperwork including, but not limited to medical history, medications, and insurance.
• Maintain accurate patient records and imaging documentation
• Verify insurance coverage and obtain necessary authorizations
• Assist with billing processes and submission of claims when needed
• Provide clear instructions regarding exam preparation and follow-up
• Communicate effectively with radiologists, technologists, and nursing staff
• Monitor compliance with HIPAA and hospital safety protocols
• Support inventory management and ordering of supplies
• Handle and respond to imaging requests in a timely manner, acquiring all necessary information.
• Develop effective rapport with referring healthcare practitioners.
• Prepare necessary documentation including insurance verification/authorization, reports/logs, order forms, etc. in a timely manner according to federal, state, and facility-specific rules and regulations.
• Consult with members of the team to help maintain appropriate imaging schedules taking into consideration the needs of the provider, patient/client, family, and/or caregiver. Demonstrate the ability to handle changing schedules of patients/clients.
• Provide appointment reminder phone calls to patients.
• Provide assistance in patient way-finding and transportation as needed.
• Present a positive service-oriented approach with patients/clients, family, caregivers, facility staff, and co-workers at all times.
• Assist with the orientation of new staff, volunteers, and students.
• Monitor office supply inventory.
• Demonstrate an ongoing commitment to reducing costs and improving productivity in the department.
• Maintain positive working relationships with the healthcare team, patient/client, family, and caregivers.
• Perform necessary housekeeping to help maintain the cleanliness of the department/clinic .
• Flexible and able to multi-task; can work within an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrated resourcefulness in setting priorities and guiding investment in people and systems.

Job Requirements include but are not limited to,

• High school diploma or general education degree (GED).
• Two years of experience in a medical office or radiology setting preferred
• Knowledge of medical terminology and insurance processes
• familiarity with radiology information systems (RIS) and electronic health records (EHR)
• Must have a strong background in Word, Excel, Windows, and Outlook.
• Must be able to organize and prioritize work, including working autonomously on assignments/projects.
• Ability to write simple correspondence. Ability to effectively present information in one-on-one settings to patients/clients, family, caregivers, facility staff, and other employees of the organization.
• Demonstrate flexibility and willingness to change and learn when necessary for efficient department operations.
• Ability to manage problems involving a few concrete variables in standardized situations.
• Ability to perform the essential work functions of this job, with or without reasonable accommodations.
• Ability to relate positively, professionally, and cooperatively with others.
• Accuracy and attention to detail are a must.
• Effectively communicate orally and in writing.