Imaging Support Specialist - NBMC (Per Diem, Variable)

Northbay Health; Fairfield (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

NorthBay Health is seeking an Imaging Support Specialist - Hospital to manage scheduling, billing documentation, and patient data for diagnostic imaging services. The role emphasizes HIPAA compliance, accurate data collection, and responsive patient service at the front desk.

Responsibilities include handling subpoenas and medical records requests, processing billing and authorizations, and coordinating with multiple departments to ensure smooth patient flow and timely care access across

Qualifications

• General clerical experience in a medical office (preferably radiology) and HIPAA knowledge.
• BLS certification or equivalent is preferred per the job.

Responsibilities

• Schedule physician, patient and insurance requests for diagnostic studies.
• Obtain billing documentation and authorizations for modalities.
• Explain registration and HIPAA forms and obtain signatures.
• Gather and validate pre-registration/registration data set and screen for safety.
• Organize and distribute daily paper flow to departments.
• Verify eligibility and benefits for all payers including Medicare/Medi-Cal and managed care.
• Provide patient education on payer benefits to support satisfaction.
• Notify payers, physicians, or patients of appointment changes and cancellations.
• Process subpoenas and medical records requests as needed.
• Input/update daily schedules and patient demographics in the IS system.

Skills

Customer service

Communication

Typing 35 wpm

Data entry

Math skills

Interpersonal skills

Education

High school diploma

BLS certification

Job description

Job Description

At Northbay Health, the Imaging Support Specialist - Hospital obtains billing documentation and authorizations for patient-imaging exams done in the hospital. Interviews the patient or his/her representative to secure accurate demographic and payer information ensuring the patient’s care is not delayed. Verifies and documents eligibility and benefits for patient’s specific payer. Schedules exams for multiple diagnostic modalities. Organizes and distributes paper flow among facility staff. Inputs all patient demographics into facility IS system. Answer multi-line switchboard and route calls accordingly. Inputs, updates and/or changes to daily/weekly schedule book and patient files. Prepares and processes all court ordered subpoenas and medical records requests. Processes incoming exam reports and prepares items for mailing. Maintains knowledge of HIPAA laws/forms and ensures front desk is compliant at all times. Processes all patient requests for viewing/amending PHI, accounting of disclosures, special privacy protections, confidential channel communication and complaints.

Primary Job Duties

• Schedule all physician, patient and/or insurance company requests for various diagnostic studies offered by the facility.
• Obtains billing documentation and authorizations for the various modalities offered.
• Explains registration and HIPAA forms to patients and obtains required signatures.
• Gathers/validates the required, comprehensive pre-registration/registration data set, reviews them for accuracy and screens patients for safety concerns/issues as warranted.
• Organizes and distributes daily paper flow to the appropriate department(s).
• Verifies and documents eligibility and benefits for all payers including identifying and resolving all Medicare, Medi-Cal, managed care and third party requirements.
• Provides applicable basic education to patients, communicating payer specific benefits to optimize the opportunity for customer satisfaction.
• Notifies the appropriate payers, physicians and/or patients of appointment changes, cancellations etc.
• Reviews daily schedule(s) for open time slots and initiates the process of filling them with patients listed on our standby list.
• Prepares and processes all court ordered subpoenas and/or medical record requests.
• Prepares and processes billing invoices for facility fees that are charged to produce documents needed with subpoena and medical record requests.
• Faxes exam reports to physicians as needed.
• Prepares all images and/or reports for mailing.
• Maintains referring physician database to ensure accuracy of phone/fax #’s, and mailing address.
• Performs follow-up on all No Show and/or cancelled appointments.
• Checks and/or enters images, reports and other related items in patient’s iSite file.
• Maintains current knowledge of HIPAA laws and forms and ensures the front desk is in compliance at all times.
• Responsible for adhering to and processing all patient(s) requests to view/amend their PHI, accounting of disclosures, special privacy protection, confidential channel communications etc.
• Maintains proper documentation in computer system(s) to ensure all accounting of disclosures of PHI are met.
• Maintains daily temperature logs. Calling maintenance when needed.
• Helps with the transport and transfer of patients if needed.
• Maintain eye wash stations log per organization policy.
• Maintain department’s office supplies, order when needed.
• Chaperone when requested during imaging procedures.
• Other duties as assigned or needed.

Qualifications

Education

• High school graduate or equivalent preferred.

Licensure/Certification

• AHA or equivalent BLS Certification.

Experience

• General clerical, one or more years of clerical experience in a medical office setting preferably radiology and knowledge of HIPAA laws and guidelines.

Skills

• Exquisite customer service skills, comprehensive knowledge of payer and managed care requirements, advanced medical terminology, minimum of 35-wpm typing, computer data entry and math skills.
• Interacts with patients, staff and visitors in a pleasant, cooperative, and courteous manner.
• Sophisticated communication skills, promotes teamwork, sensitive to customer needs, is essential.

Standards of Performance

• Demonstrate performance by adhering to established policies and procedures and exhibiting the defined characteristics associated with attendance and punctuality.

Physical Effort

• Attendance is an essential function of the job.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Moderate, some lifting, moveable equipment and patients.

Hours of Work

• As assigned.
• Based on business needs.

About Us

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Interpersonal Skills and Values

Demonstrates NorthBay Health’s True North Values: Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care.

Why NorthBay Health

NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics. We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions. We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities.

NorthBay Health Benefits Options

NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance.

Compensation Structure

NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1-5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements.

Remote Work Disclosure

NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs. Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States.

Notice to Recruitment Agencies

NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings.

More Information

Visit NorthBay Health Careers for recruitment FAQs and additional information.