Mammography Van Imaging Support Specialist (Per Diem, Day)

NorthBay Healthcare Group; Fairfield (CA); On-site; USD 42,000 - 51,000; Full time

Job summary

NorthBay Health is seeking an Imaging Support Specialist to support daily patient services. The role involves obtaining billing documentation and authorizations for all imaging exams, interviewing patients to collect demographics and insurance information, and verifying eligibility to prevent delays.

You will schedule mammography exams, manage paperwork, input patient data, handle PHI requests, and assist staff.

Qualifications

• High school diploma or equivalent preferred.
• Current BLS certification required.
• California driver license required.
• Experience in medical office clerical work, preferably radiology, and knowledge of HIPAA laws and guidelines.
• Proficient typing (min. 35 wpm), data entry, and basic math skills.
• Demonstrated customer service excellence and ability to explain HIPAA forms to patients.

Responsibilities

• Drive the mammography van to designated locations as needed.
• Schedule diagnostic studies for physicians, patients, and insurers.
• Obtain billing documentation and required authorizations.
• Explain registration and HIPAA forms to patients and obtain signatures.
• Collect co-pays and ensure accurate patient data in systems.
• Maintain HIPAA compliance and PHI disclosure records.
• Prepare and mail/fax exam reports and image CDs as required.
• Support clerical and clinical staff and handle patient requests.

Skills

Customer service

Payer knowledge

Medical terminology

Typing 35 wpm

Data entry

Math skills

HIPAA compliance

Education

High school diploma or equivalent

BLS Certification

California Driver license

Tools

PHI requests handling

Job description

Job Description

At NorthBay Health, the Imaging Support Specialist is key to the success of daily patient service. The Imaging Support Specialist obtains billing documentation and authorizations for all patient imaging exams done in the clinic. Interviews the patient or his/her representative to secure accurate demographic and insurance information ensuring the patient’s care is not delayed. Verifies and documents eligibility and benefits for patient’s specific payor. Schedules exams for mammography. Organizes and distributes paper flow among facility staff. Inputs all patient demographics into facility information system. Input updates and/or changes to daily/weekly schedule and patient record. Processes incoming exam reports and prepares items for mailing/faxing. Collects patient co-pays and/or account payments. Maintains knowledge of HIPAA laws/forms and ensures front desk is always compliant. Processes all patient requests for viewing/amending PHI, accounting of disclosures, special privacy protections, confidential channel communication and complaints. Operates and drives the mobile mammography van to various locations in accordance with organizational policies and safety requirements, ensuring timely transport, setup coordination, and support of mobile mammography services. Exhibits excellent customer service to patients, families and other staff.

Job Description

At NorthBay Health, the Imaging Support Specialist is key to the success of daily patient service. The Imaging Support Specialist obtains billing documentation and authorizations for all patient imaging exams done in the clinic. Interviews the patient or his/her representative to secure accurate demographic and insurance information ensuring the patient’s care is not delayed. Verifies and documents eligibility and benefits for patient’s specific payor. Schedules exams for mammography. Organizes and distributes paper flow among facility staff. Inputs all patient demographics into facility information system. Input updates and/or changes to daily/weekly schedule and patient record. Processes incoming exam reports and prepares items for mailing/faxing. Collects patient co-pays and/or account payments. Maintains knowledge of HIPAA laws/forms and ensures front desk is always compliant. Processes all patient requests for viewing/amending PHI, accounting of disclosures, special privacy protections, confidential channel communication and complaints. Operates and drives the mobile mammography van to various locations in accordance with organizational policies and safety requirements, ensuring timely transport, setup coordination, and support of mobile mammography services. Exhibits excellent customer service to patients, families and other staff.

Primary Job Duties

• Drive mammography van to designated locations each week.
• Schedule physician, patient, and insurance company requests for diagnostic studies offered by the facility.
• Obtain billing documentation and required authorizations.
• Explain registration and HIPAA forms to patients and obtain required signatures.
• Gather and validate required pre-registration and registration information, review for accuracy, and screen patients for safety concerns as appropriate.
• Organize and distribute daily paperwork to the appropriate departments.
• Verify and document eligibility and benefits for all payers, including identifying and resolving Medicare, Medi-Cal, managed care, and third-party requirements.
• Provide basic patient education and communicate payer-specific benefits to support customer satisfaction.
• Communicate financial responsibility and collect deposits, copayments, and deductibles as appropriate.
• Notify payers, physicians, and patients of appointment changes, cancellations, and other scheduling updates.
• Fax exam reports to physicians and insurance companies.
• Prepare image CDs and reports for mailing.
• Maintain the referring physician database and ensure accuracy of phone numbers, fax numbers, mailing addresses, and UPIN numbers.
• Perform follow-up on all no-show and cancelled appointments.
• Maintain current knowledge of HIPAA regulations and forms and ensure front desk compliance.
• Adhere to and process patient requests related to protected health information (PHI), including requests to view or amend records, accounting of disclosures, special privacy protections, and confidential communications.
• Maintain proper documentation in computer systems to ensure compliance with PHI disclosure accounting requirements.
• Maintain a daily log of all non-employees entering the facility who may have exposure to PHI, in accordance with HIPAA guidelines.
• Assist technical and medical staff with procedures as needed.
• Perform other duties as assigned.

Qualifications

• Education: High school graduate or equivalent preferred.
• Licensure: Current AHA or equivalent healthcare provider BLS Certification required. Current California Driver license.
• 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.
• 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 accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to perform moderate, some lifting of files, moveable equipment and patients.
• Hours of Work: Based on business need.
• Pay Range: $30.18 - $36.71 per hour (Includes 10% per diem differential).

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.