Imaging Scheduling Coordinator - Interventional Radiology

Baystate Noble Hospital; Springfield (MA); On-site; USD 30,000 - 47,000; Full time

Job summary

Baystate Noble Hospital's Imaging Scheduling team is seeking an Imaging Scheduling Coordinator to manage complex daily schedules across radiology services, ensuring cases are booked and moved onto the schedule within 48 hours of the procedure day.

The role collaborates with Radiology, the Contact Center, Anesthesia, Intensivist, registration and other departments to optimize physician coverage, staffing blocks, and workflow, while providing clear communication to patients and staff.

Job description

Summary :

Under the direction of the Radiology and Practice Manager, the Imaging Scheduling Coordinator is responsible for complex schedules. This includes booking cases daily, facilitating cases onto the schedule within 48 hours of the day of the procedure. It also assists with building and maintain the department schedule/block schedule as needed. Oversees the build of the staffing schedule utilizing current scheduling application. This role works collaboratively as a member of a multidisciplinary, interdepartmental team including Radiology, the Contact Center, Anesthesia, Intensivist, registration, etc.

Responsibilities include ensuring adequate assignments of physicians in all procedural areas, by appropriate sub-specialty, ensuring maximum efficiency of clinic schedules & procedural rooms. This position must be able to work collaboratively with physician leaders, directors, and managers to ensure physician coverage needs are met in each clinical area.

This position requires strong computer and communication skills to support interactions with multiple disciplines throughout the radiology patient care model including patients, physicians, and staff in a variety of inter and intradepartmental areas. Assumes additional responsibilities as necessary to support radiology procedural scheduling.

Job Responsibilities :

Manages monitors and troubleshoots the daily input to the schedule. Monitors and maintains the workflow as required so that the appropriate people, places and equipment are where they should be. Anticipates and troubleshoots potential problems to take corrective actions. Assists in the reconciliation of the schedule, management of the scheduling systems to include, but not limited to block schedule rules and other utilities.

• 1 ) Creates complex multidisciplinary physician schedules, adjust schedules to meet the daily changes in clinical needs of the hospital, diagnostic labs, or practice schedule. Ensures that adequate physician coverage across all services is consistent and appropriately met.
• 2 ) Daily oversight of radiology procedural schedules for practice/departments. The Imaging Scheduling Coordinator ensures the quality and accuracy of procedural cases scheduled. Uses approved processes and methodology for scheduling procedures in the appropriate rooms with needed resources. Communicates and coordinates with other practices/departments to facilitate multidisciplinary needs based on case requirements. Arranges for vendor participation as required.
• 3 ) Ability to utilize integrated systems with radiology. Responsible for add-on cases, schedule changes, case changes and cancellations for radiologist. Successfully coordinates multiple resources as needed for a procedure. Coordinates coverage to maximize efficiency, physician skill set, and utilization of procedural suites.
• 4 ) Disseminates schedules and changes to appropriate hospital departments, practices, and imaging sites across the service. This includes appropriate notification of key personnel for implementation into various databases, i.e., Centricity Business, Cerner, Surginet, Xper, Patient Keeper, Qgenda, etc.
• 5 ) Develops and coordinates a systematic approach to identify coverage needs far in advance, develops and communicates action plan with medial and administrative leaders, sustains appropriate physician coverage in all service line departments. Articulate and present objective assessments of physician coverage need to Managers to avoid adversely impacting service line operations.Supports the efficient use of physician time by coordination with the manger to make office and procedural time most effective.
• 6 ) Takes ownership and accountability for accomplishing work assignments. Serves as a teacher/leader/role model in fostering a collaborative environment. Provides ongoing education and process improvement to providers and staff as relates to schedule management.
• 7 ) Works closely with patients to coordinate their care; facilitates all patient care needs including the scheduling of interpreter services, special equipment, Covid testing, anesthesia, interventionalist, nursing, and observations beds. Utilizes computer programs such as CIS to facilitate and document patient correspondence for all cases. Will be available for patient questions regarding the coordination and scheduling of their care.
• 8 ) Tactfully handles difficult situations with patients, visitors, and co-workers. Works well and cooperatively with supervisors and those in leadership roles. Demonstrates good rapport and cooperative working relationships with peers, the various practices, with physicians, nurses, other BMC departments including outside medial and/or related personnel.
• 9 ) Clerical duties including completing patient packets, such as printing rosters collecting H&P, labs, prior imaging, etc.
• 10 ) Performs duties in an independent manner with minimal direct supervision. Offers suggestions or positive changes in policies, procedures and