IR Scheduling Coordinator

Position Summary:  This position assists Physician with planning and scheduling of interventional cases. The position performs a vital role in coordinating and managing physician, technologist, and nurse schedules so they may successfully cover cases at all assigned facilities.  Work is performed under the general direction of the Radiology Supervisor.

Essential Duties and Responsibilities:

• Schedules Interventional Radiology cases and office appointments for all IR Providers.
• Schedules return appointments, labs, and radiology tests.
• Aligns provider, nurse, and technologist staff availability with procedure room resource in order to effectively and efficiently schedule Interventional procedures.
• Schedules procedures based on provider volume maintaining appropriate standard turnaround times. Remains knowledgeable of providers’ schedules at all times to ensure effective scheduling of Interventional procedures.
• Identify scheduling barriers and implement solutions to improve scheduling results based on departmental goals.
• Interacts with patients, providers, and support staff both within the clinic and at outside facilities providing accurate, timely, and responsive information.
• Assists with patient calls regarding surgeries, appointments, etc.
• Coordinates, processes, and routes all information appropriately within the EMR to meet provider and facility requirements.
• Maintains a ‘Delay’ Log (days out to schedule various procedures).
• Pulls information from the EMR and records necessary information.
• Notifies Physicians of any problems in a timely manner.
• Obtains medical records, films and/or slides prior to patient’s procedure.
• Coordinates procedure schedules with other Physicians and clinic appointments.
• Requests prior imaging from outside facilities as needed.
• Load images, burn discs, print reports, organize and send mail outs to outside facilities.
• Respects the dignity and confidentiality of patients.
• Maintains a good attendance record and reports on time for work.
• Maintains a professional attitude and appearance
• Complies with clinic safety policy and procedures
• Possesses good communication skills that lend to a team-oriented work environment.
• Attends staff meetings as scheduled.
• Interfaces internally with Medical Records, Insurance, Phone Room, Nurses and Physicians daily regarding the needs of patients.
• Interfaces externally with patients, hospital representatives, and referring physician offices.
• Performs all other duties as assigned.

Qualifications/Experience:

High school diploma or general education degree (GED); and minimum one year related experience and/or training; or equivalent combination of education and experience. 

Must have excellent organization and follow-up skills; excellent verbal and written communication skills; excellent problem-solving skills; ability to organize and prioritize work assignments; ability to handle multiple priorities in a fast-paced environment; ability to analyze situations and respond in a timely manner; ability to participate in multi-functional teams; ability to establish and maintain effective working relationships within The West Clinic; must be proficient in computer applications including word, excel, and e-mail.  Additional hours may be required.

Work Environment/Physical Demands/Travel:

• Typical clinical environment with moderate noise level.
• Ability to stand, walk, sit and hand/wrist use, talk, hear, see for extended periods of time.
• Ability to read and understand simple instructions, short correspondences, and memos. Ability to write simple reports.  Ability to effectively present information one-on-one or small group situations to supervisors, customers, and/or other employees of the company.
• Ability to apply common sense understanding to carry out conditional instructions and utilize deductive reasoning skills while scheduling procedures. Ability to deal with changing situations (be it provider, staff, or patient- driven) and reconcile those changes with effective placement of procedures within the appropriate modality.