Imaging Scheduling Coordinator - Interventional Radiology

1400 Baystate Medical Practices, Inc; United States; On-site; USD 35,000 - 47,000; Full time

Job summary

Baystate Health is seeking an Imaging Scheduling Coordinator to manage complex radiology scheduling. You will build and adjust the department schedule within 48 hours of procedures, coordinate staffing, and ensure physician coverage across services.

The role requires strong computer skills and patient-focused communication in a fast-paced hospital setting. Responsibilities include multi-department coordination, workflow management in scheduling systems, and ongoing process improvements.

Qualifications

• 3 years of customer service and computer skills.
• GED or HiSET required.

Responsibilities

• Create complex multidisciplinary schedules and adjust daily as clinical needs change.
• Oversee radiology procedural schedules ensuring accuracy and resources.
• Coordinate add-ons, changes, and cancellations with radiologists and departments.
• Disseminate schedules across hospital systems and departments; notify key personnel.

Skills

Interpersonal

Independent work

Communication

Medical terminology

Education

GED/HiSET

Tools

CIS

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

1. 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. 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.
2. 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. 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. 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. 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. 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. 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. 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. 9) Clerical duties including completing patient packets, such as printing rosters collecting H&P, labs, prior imaging, etc.
10. 10) Performs duties in an independent manner with minimal direct supervision. Offers suggestions or positive changes in policies, procedures and forms. Recognizes and performs duties which are not directly assigned (keeping work areas neat, orderly and well stocked etc.
11. 11) May work as a back up for other positions in the department as needed. Willingly performs tasks beyond the scope of the position to meet the immediate needs of the practice/department.

Required Work Experience

• 1) 3 years customer service and computer skills.

Preferred Work Experience

• 1) 3 yrs Surgical Scheduling, Medical Terminology.

Skills and Competencies

• 1) Interpersonal skills, ability to work independently and in a team, analytical skills, self-motivated. Team Player, Commitment, Flexibility, Problem-solving, Communication, Service Excellence, Organizational Awareness, Learning, Personal Responsibility, Emotional Maturity. Medical terminology, telephone etiquette, and customer service skills.

Education

GED or HiSET (Required)

Compensation

Compensation Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate's relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum - Midpoint - Maximum $25.26 - $29.03 - $34.33

Equal Employment Opportunity Employer

Equal Employment Opportunity Employer Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

About Baystate Health

Baystate Health (BH) is one of New England’s leading and largest integrated health care organizations, serving a population of nearly one million people throughout western New England. With roots dating back to the founding of Springfield City Hospital in 1873, Baystate Health has been providing high-quality and compassionate health care in western Massachusetts for more than 145 years. With more than 12,000 employees, a medical staff of nearly 3,100 physicians, and a net patient service revenue of more than $1.4 billion, the ever-growing health system includes five Massachusetts hospitals and the Baystate Mary Lane Outpatient Center in Ware: Baystate Medical Center in Springfield Baystate Children’s Hospital (located at Baystate Medical Center) Baystate Franklin Medical Center in Greenfield Baystate Wing Hospital in Palmer Baystate Noble Hospital in Westfield