IR Scheduling Coordinator

Job Description

JOB SUMMARY:

The Interventional Radiology Services and Support Specialist is critical to the patient experience. They are responsible for providing excellent customer service while completing all operational protocols necessary for coordination of clinic and highly complex procedures for Interventional Radiology (IR) procedures; encompassing both Neuro-interventional, Vascular and non-Vascular Interventional Radiology, and nurse required examinations. Must exhibit a high level of comfort with multi-tasking and problem solving. This role manages all coordination of care for inpatient and outpatient procedures.

Responsible for providing administrative support for the department, including regular communication and information dissemination as liaison and coordinator for a wide range of tasks related to the scheduling of complex IR procedures. This position plays a critical role in ensuring patient safety and continuity of care while undergoing high specialized and complex procedures.

MAJOR ACCOUNTABILITIES/CRITICAL RESPONSIBILITIES:

Analytics
1. Regularly audits patient pre-operative chart and reconciles necessary testing/exams to ensure timely procedures and scheduling.
2. Collaborates with prior authorization team and performs weekly audits of VIR schedule to reconcile discrepancies and ensure compliance with authorization and insurance verification. to ensure accurate billing and charging.
3. Acts as a liaison between all vendors and VIR staff to ensure proper equipment and staff are present for procedures.
4. Manages VIR schedule and collaborates with manager/director for regular audit of VIR schedule procedure, clinic and staff schedule to ensure patient care is properly coordinated and timely. Identify variances, ensures sufficient resources and recommend and implement potential improvements to schedule.

Registration:
1. Completes pre-registration of new referrals and collaborates closely with SH registration team. Obtains necessary referrals for testing when required.
2. Demonstrates excellent knowledge of Meditech registration and scheduling system.
3. Schedule specialized procedures following clinical guidelines that support safe clinical practice, patient comfort, and continuity of care for complex procedures. This requires the ability to learn, understand, retain and apply knowledge of complex procedures with diverse, unique and specialized requirements tailored to the individual patient and necessitates a high level of understanding of the clinical aspects of the procedure including timing, location, pre-operative requirements, post-operative requirements, resources and specialized patient requirements.
4. Responsible for executing the coordination of activities that require a high standard of timely communication and extensive scheduling/rescheduling of patient procedures necessary to meet the operational needs. This includes charts/medical records for VIR procedure team.
5. Recognizes level of urgency/emergency and responds appropriately using standard operating procedures and critical thinking skills.
6. Updates demographic information to facilitate proper communication and billing processes.

Care Coordination
1. Provides guidance to patients and their support team on pre-operative requirements, specialized procedure overview and escalates clinical questions/concerns to VIR Clinical team.
2. Schedule appointments new procedures and patient fu appointments demonstrating proficiency in Meditech, SCI and Outlook systems. Modify VIR schedule based on staff/patient variances.
3. Provides staff with timely information regarding cancellations of procedures and reschedules as appropriate
4. Appropriately arranges internal and external resources to support the highest standard of scheduling and follow-up. This may include diagnostic testing, referrals to other specialists and other administrative tasks related to patient care.
5. Liaison between patient/care team and VIR clinical team. Provide superior coordination and customer service to patients, caregivers, referring offices, clinicians and external/internal staff.
6. Responsible for acquiring Anesthesia services for specified procedures in IR and schedule appropriately. This requires specialized systems access and responsibilities.
7. Prints appropriate paperwork from Meditech, FormFast to facilitate preparation new patient charts for clinical review
8. Acts as a liaison between referring providers to coordinate insurance verification, good faith estimates, schedule, etc.
9. Review and recommend process changes for improved efficiency.
10. Support other areas in this capacity when required.

Reception Support
1. Greets all patients in a friendly and courteous manner. Escorts or directs patients and their support team, to/from treatments rooms, SH departments and rest rooms as needed.
departments and rest rooms as needed.
2. Supports clinic area phone and triages appropriately.
3. Provides information to callers, routes calls as appropriate, takes clear and concise messages.
4. Checks messages promptly and returns calls or refers messages to the appropriate person

Administrative Duties
1. Send faxes/delivers received faxes to appropriate individual promptly.
2. Obtain outside medical records from external physician offices and facilities in a timely manner.
3. Records sent to HIM.
4. Forwards requests for information to Clinical or Administrative managers in a timely manner, as appropriate.
5. Assist with correspondence including medical leave, authorization, return to work forms, etc.
6. Maintains flow of communication with nurses, PA/NP, physician offices and departments within IR for coordination of activities and IR services.
7. Ensures compliance with HIPAA and all other aspects of confidentiality including appropriate handling of medical records, both internally and externally, and further ensuring that patient EMR is maintained with the most current data available.
8. Exhibits excellent computer and technology skills.
9. Manages heavy phone traffic professionally, exhibiting the highest level of courtesy and customer support, often while simultaneously receiving patients to the department.
10. Coordinates transportation for patients using outside ride services.
11. Responsible for ordering and managing nursing and technologist supplies through Meditech, Oracle, EPIC, etc. Coordinate accurate inventory processes for VIR.
12. Other duties as assigned by manager as appropriate.

QUALIFICATIONS/REQUIREMENTS: