THIS IS A COLLECTIVE BARGAINING UNIT POSITION

SHIFT/SCHEDULE:

• Full Time - Scheduled for 40 hours per week
• Shift Times - Rotating
• This position will have scheduled shifts every other weekend

SUMMARY OF JOB RESPONSIBILITIES:

The Clerical Associate in Radiology works under the direction of the Office Supervisor in conjunction with the Radiology Manager.  Answers incoming calls, takes accurate messages, and exhibits excellent customer service communication skills.  Responsible for operating all necessary information systems to include scheduling patient procedures in computerized scheduling system and/or manually required. Obtains information to determine medical necessity is present for all testing prior to scheduling of exam(s).  The Clerical Associate consults Radiologists, Technologists, or Management as needed to schedule.   Is able to make efficient decisions with information given, following proper protocol when scheduling exam.  Works well in a high volume area while performing multi-tasks.  Is proficient and possesses knowledge of all computer applications relating to Radiology functions.  Must be able to perform all secretarial/typing tasks as required.  Is flexible with schedule to meet the operations needed for Radiology. Performs other duties as assigned.

QUALIFICATIONS – EDUCATION/EXPERIENCE:

• High school diploma/GED (Required)
• Medical/anatomy terminology, clerical, filing ability and experience in hospital or related setting (Preferred)
• Knowledge of Radiology practices (Preferred)

KNOWLEDGE AND SKILLS:

• Computer Office skills (Microsoft Office, STAR and database applications, Computerized scheduling system)
• Medical and Anatomy terminology (Preferred)
• Knowledge of Radiology practices (Preferred)
• Clinical, clerical/registration secretarial experience desired.
• Operates basic office equipment and machinery (Fax, PC, telephone, Xerox)
• Ability to perform multiple tasks

· PROBLEM SOLVING/DECISION MAKING:

• Makes decisions based on policy and/or consultation with coworker/team members
• Requires judgement in selection of alternative courses of action
• May adapt principles to new or changed conditions
• Solutions generally based on past precedent with some risk-taking involved in developing new approach.

SCOPE OF IMPACT/ACCOUNTABILITY:

• Impact activities on other work areas within the Radiology Department on a frequent basis
• Accountability is primarily indirect but may be shared for activities affecting work area(s)
• May provide information to decision-making processes affecting work area(s)

INTERPERSONAL COMMUNICATION:

• Frequently advises others on difficult and sensitive issues
• Must maintain a high level of confidentiality due to strict confidentiality issues related to Radiology, which include Administrative management, personnel, patients, and physician-related issues.

PRINCIPAL JOB ACCOUNT-ABILITIES:

• Performs scheduling for the HM Radiology Department.  Is able to accurately assess request, interpret information according to protocol to create a working accurate schedule.
• Answers incoming radiology department telephone calls. Identifies self and department.  Triages calls appropriately, and exhibits excellent customer service skills in answering and handling the telephone calls. Receives, screens, and delivers all messages to proper staff members.
• Maintains patient confidentiality and uses discretion when discussing patient matters. Maintains strict confidentiality on all physician-related calls. Performs medical necessity following protocol to ensure appropriate reimbursements.  When not able to obtain, follows appropriate steps (i.e., re-schedule, discussion of ABN, alternate medically necessary testing) when scheduling patients for radiology procedures. Strives to make efficient use of time.  Seeks out work, which needs to be completed.  Works on on-going projects.  Recognizes when others are in need of assistance and constantly offers to help when own workload permits.
• Schedules tests in the computerized scheduling system accurately following protocol.  Consults appropriately as needed to confirm a schedule issue or patient prep issue. Assists the department in managing patient flow in rooms as needed, review printed schedules to assure accuracy, distributes schedules as appropriate.  Properly checks schedule to match scripts. Responsible for maintaining written physician orders and delivering to appropriate registration sites prior to time of service.  Documents in scheduling system status of written orders. Coordinates the schedule with other department procedures, best accommodates the needs of the patient, physicians’ offices, and nursing units to operationally meet the demands of the Radiology Department. Proficiently retrieves lab work results on specific Radiology patients prior to exam. Handles patient’s films according to standardized coding and filing system. Assists in handling of providing service for copying of films as required. Retrieves and complies statistics as assigned. Directs to the Radiology Administrator, Department Chairman, and manager(s) any unusual concerns, situations, or conditions relative to staff, patients, and physicians. Provides secretarial support to management with taking minutes to department meetings along with the ability to transcribe minutes on an as needed basis. Provides other secretarial duties as required. Maintains level of office supplies and retrieves supplies as needed to ensure adequate flow of operations throughout department.  Routes any service calls to appropriate area. Possesses knowledge of all PC equipment and maintains the equipment for proper functioning. Can proficiently operate all office equipment to include accurately loading forms, paper, ribbons, and ink cartridges in printers. Stocks work area with clerical supplies as needed.
• Maintains cleanliness and neatness of work area.
• Attends departmental meetings and actively participates in departmental activities and projects as needed. Supports institutional policies and procedures. Wears hospital identification badge at all times, and promotes a professional image by adhering to the established dress code. Participates in own performance appraisal by identifying goals and reviewing progress with manager(s). Demonstrates a professional commitment to growth and competence. Adheres to work schedule by being on time and schedules PTO in accordance to department policies. Creates a positive attitude for others while maintaining a high level of commitment to standard practices in Radiology for Mercy Health.
• All other duties as assigned.

This document is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. Employees may be required to perform other job-related duties as required by their supervisor, subject to reasonable accommodation.