Imaging Scheduler

Your schedule can change lives. In oncology, timely imaging is essential to diagnosis, treatment planning, and ongoing patient care. As our Imaging Scheduler, you'll help patients move seamlessly through their care journey while providing the support, communication, and coordination that make a lasting impact. Join a team dedicated to excellence, compassion, and hope. Highlands Oncology began in 1996 with three physicians and a desire to change the face of oncology care in our community. Dr. Malcolm Hayward, Dr. Dan Bradford, and Dr. Thad Beck knew that patients do better at home, in the community where they live and work, and where their support system is already in place. In furthering that goal, Highlands has grown with the region from a single location 26 years ago, to 6 locations in Northwest and Northcentral Arkansas today employing more than 800 diverse team members. As Northwest Arkansas continues to grow, so must the services and providers available in the region. Highlands Oncology is committed to remaining on the cutting edge to ensure our community has access to the very best cancer care. What we have is something quite unique right here in our own backyard with a caring multidisciplinary team focused on treating patients like family. Job Summary: The Imaging Scheduler is the first point of contact for the Imaging Department This position works closely with patients, physicians, technologists, clinical staff, and other support personnel. Imaging Schedulers are responsible for scheduling patients for their exams and for giving them any necessary instructions in preparation for their scan. Job Duties / Responsibilities: Schedules and coordinates all diagnostic imaging studies (MRI, PET/CT, CT, X-Ray and Ultrasound)Provides support to ensure the Imaging exams are organized and scheduled correctly per modality Promotes Teamwork with Imaging department and other depts within in HighlandsWorks with the Imaging Department to manage, maintain, and update the schedule to promote optimal time management for the patient and/or the technologistScheduling consists of screening all patients (using appropriate screeners) at time of scheduling (PET & CTs consist of 8-12 questions, MRIs consist of 30-32 questions + surgical history)Learning and retaining the parameters for each individual scan. Obtaining consents, prior authorizations, and additional operative reports/implant information prior to scheduling. Understanding when additional communication w/techs is needed for specialty PET scans.Send emails on allergies to imaging nurses at time of scheduling.Complete all screeners accurately and distribute to correct person/location.Obtaining cardiology forms for pacemaker patients a month prior to scan date. Obtaining signed consents indicating patients are scheduled w/neurologist for patients with brain shunts.Requests imaging disks on patients who have had a scan at a different facility since their last scan with our facility.Providing patient w/ any instructions pertaining to their specific scans at time of scheduling. Greets, instructs, and directs patients in a professional mannerDistributes and verifies allergies to oral contrast agent and pertinent instructions to patients at time of check in.Updates insurance information that has changed & sends updates to insurance team. Prepares all paperwork for reminder calls two days out from Preparing paperwork consists of sorting paperwork by time of service, checking diagnosis, ensures arrival time, scan time, and fasting time are all accurate. Prepares pregnancy forms as needed for women under 55 years. Determines needs for creatinine test to be done and differentiates need for lab creatinine vs imaging creatinine. Reviews call reports and add notes to orders. Answers phone courteously, in a timely manner and ensure patients issues are resolved or directed to correct department. Prioritizes the scans and coordinates multiple exams with other areasUpdates schedules with cancellations/reschedules and notifies appropriate staffFollows up on rescheduling patients that have no showed or cancelled their appointments & keeps communication with Physician teams/physician schedulers.Notify patients with changes made to their appointment time, place, or dateReviews schedules daily, working as a team to resolve scheduling conflicts associated with department coverage changesKeeps up with daily list ensuring changes are being communicated to correct individuals/team members. Keeps an eye on emails, IMs, imaging folder, & Canopy throughout the day picking up/working tickets and emails. Refers patients to proper clinical resources for healthcare questions and/or to proper personnelProcesses internal and external orders for imaging. External orders consist of verifying and obtaining orders, insurance, office visit notes and verifying proper diagnosis for all imaging appointments within 5 business days of receiving the order.Screen orders for pre-certification personnel ensure all documentation is obtained prior to pre-cert request for a quicker response time. Is knowledgeable of what each scan looks for/is ordered for. Prepares the schedules, new patient paperwork and pregnancy forms for the next dayRemind patients of upcoming appointments by calling the business day Documents if patient was contacted or message left during reminder calls. Documents when patient educations are mailed in HOGs EMRSchedules labs, Ativan, nurse medication administration and pacemaker monitoring needed for scansRestocks check in desks as needed at end of day. Sanitizes desk, clipboards and pens used throughout the day. Scans in all new patient paperwork, pregnancy forms and completed screeners by end of day.Uses IM to inform Techs of add on x-rays, ultrasounds and other scans as needed throughout the day. Run reports for unscheduled scans and unsigned charges at minimum once a week. Trains new employees in all aspects of scheduling and customer serviceAdditional duties as requested, including but not limited to working weekends and floating to any of the three clinics as needed or requested by supervisor or lead technologistRole Development & Expectation: o Able to train new hires and explain all process o Imaging Assistant position