Schedule Coordinator II- Radiology

Opening is at the Dijon Imaging Center location, 5422 Dijon Drive.

JOB PURPOSE OR MISSION: Performs responsible, diversified assignments in the Radiology Department. Serves as the primary scheduler. Assures the accurate and efficient processing of all information pertaining to the posting of surgery patients. Functions as resource for other schedulers. Performs job for the age population served, as defined in the department's scope of service.

PERFORMANCE CRITERIA

CRITERIA A: Everyday Excellence Values - Employee demonstrates Everyday Excellence values in the day-to-day performance of their job.

PERFORMANCE STANDARDS:
• Demonstrates courtesy and caring to each other, patients and their families, physicians, and the community.
• Takes initiative in living our Everyday Excellence values and vital signs.
• Takes initiative in identifying customer needs before the customer asks.
• Participates in teamwork willingly and with enthusiasm.
• Demonstrates respect for the dignity and privacy needs of customers through personal action and attention to the environment of care.
• Keeps customers informed, answers customer questions and anticipates information needs of customers.

CRITERIA B: Corporate Compliance - Employee demonstrates commitment to the Code of Conduct, Conflict of Interest Guidelines and the GHS Corporate Compliance Guidelines.

PERFORMANCE STANDARDS
• Practices diligence in fulfilling the regulatory and legal requirements of the position and department.
• Maintains accurate and reliable patient/organizational records.
• Maintains professional relationships with appropriate officials; communicates honesty and completely; behaves in a fair and nondiscriminatory manner in all professional contacts.

CRITERIA C: Personal Achievement - Employee demonstrates initiative in achieving work goals and meeting personal objectives.

PERFORMANCE STANDARDS
• Uses accepted procedures and practices to complete assignments. Uses creative and proactive solutions to achieve objectives even when workload and demands are high.
• Adheres to high moral principles of honesty, loyalty, sincerity, and fairness.
• Upholds the ethical standards of the organization.

CRITERIA D: Performance Improvement - Employee actively participates in Performance Improvement activities and incorporates quality improvement standards in his/her job performance.

PERFORMANCE STANDARDS
• Optimizes talents, skills, and abilities in achieving excellence in meeting and exceeding customer expectations.
• Initiates or redesigns to continuously improve work processes.
• Contributes ideas and suggestions to improve approaches to work processes.
• Willingly participates in organization and/or department quality initiatives.

CRITERIA E: Cost Management - Employee demonstrates effective cost management practices.

PERFORMANCE STANDARDS
• Effectively manages time and resources
• Makes conscious effort to effectively utilize the resources of the organization — material, human, and financial.
• Consistently looks for and uses resource saving processes.

CRITERIA F: Patient & Employee Safety - Employee actively participates in and demonstrates effective patient and employee safety practices.

PERFORMANCE STANDARDS
• Employee effectively communicates, demonstrates, coordinates and emphasizes patient and employee safety.
• Employee proactively reports errors, potential errors, injuries or potential injuries.
• Employee demonstrates departmental specific patient and employee safety standards at all times.
• Employee demonstrates the use of proper safety techniques, equipment and devices and follows safety policies, procedures and plans.

JOB FUNCTIONS

1. Schedules all surgical procedures via telephone and accurately enters the information into the scheduling system.

PERFORMANCE STANDARDS:
• Receives and enters, in accordance with the policies of the Radiology department.
• Accurately obtains and enters the necessary information from the person requesting the treatments.
• Ensures customer satisfaction by providing courteous, confidential and cooperative service to each caller.
• Schedules treatment correctly and with correct location.
• Communicates special requests to appropriate personnel.
• Schedules procedures and treatments in the correct time needed.
• Verifies that all add-on cases have the appropriate documents.
• Reviews and accurately updates schedule daily, one week in advance.
• Cooperates with physicians and OR personnel to reschedule cancelled cases and treatments appropriately.

2. Prepares and distributes surgery schedule.

PERFORMANCE STANDARDS:
• Prepares tentative treatment schedules one day in advance.
• Prints daily copy of surgery and treatment schedule and distributes to designated individuals and areas.
• Maintains the daily desk copy.
• Communicates to nurse in charge, within defined time lines, any changes affecting following day schedule.

3. Greets and receives guests, ascertains their needs, and appropriately directs guests or callers.

PERFORMANCE STANDARDS:
• Courteously answers the telephone and identifies self.
• Assists guest or caller by answering questions or providing information, and determines when referral to other staff is appropriate.
• Answers calls from physicians, surgery scheduling coordinators and OR service coordinators, responding to questions and directing the appropriate individual as needed.
• Takes accurate messages and repeats information to ensure accuracy.
• Respects confidentiality of information at all times.
• Recognizes unusual situations or questions and refers to appropriate staff.
• Tactfully handles telephone calls in difficult situations.

4. Assists in monitoring and coordinating daily schedule.

PERFORMANCE STANDARDS:
• Acts as a primary point of direct contact, coordination and liaison in Radiology.
• Notifies nursing units of any delays in the schedule.
• Checks schedule for any items to be shuttled to other campus, and regularly checks shuttle book.
• Ensures that supplies are available as needed.
• Ensures that non-stock items are ordered for cases.
• Serves as resource to other Schedulers to ensure efficient scheduling practices, identifies opportunities for improvement to processes and makes recommendations.

5. Enters and maintains computer-based scheduling information and records.

PERFORMANCE STANDARDS:
• Enters block time and staff meetings are in the system in advance.
• Keeps telephone list current.
• Cooperates with physicians, surgery scheduling coordinators and personnel to reschedule cancelled surgical and treatment cases appropriately.
• Completes and distributes reports and follow-up information accurately and within specified time.
• Assists Manager with completion of reports/documentation through provision of requested data/information.
• Identifies and reports problem or potential problem situations to Manager.
• Accurately enters emergency procedures and deletes cancellations to keep system current.
• Enters laboratory and/or radiology requests.

6. Receives patient charges and enters charges daily.

PERFORMANCE STANDARDS:
• Reviews documents and charge documents for completeness, conferring with supervisor as necessary for clarification of charges and procedures.
• Assures that all add-ons are appropriately updated in the system.
• Checks and verifies correctness and completeness of data that has been entered.
• Adheres to internal controls established by department.

7. Monitors and maintains office supplies and standardized forms.

PERFORMANCE STANDARDS:
• Orders office supplies in a timely fashion to maintain adequate inventory.
• Orders standardized forms from Printing department, maintaining adequate inventory.
• Accurately maintains all records for supplies ordered.8. Performs all other duties as assigned.

EXPERIENCE REQUIREMENTS
One year radiology scheduling experience, acute care/radiology setting strongly preferred.

EDUCATIONAL REQUIREMENTS
High school diploma or equivalent preferred.
Business College desirable.

Employee will schedule outpatients for six Radiology sites for multiple modalities; Radiology experience is desired. Great customer service skills is a necessity. Employee must be dependable. Must be proficient in computer skills.

SPECIAL SKILL, LICENSE AND KNOWLEDGE REQUIREMENTS
Computer literate, with the ability to quickly learn new software applications.
Good planning, organizational, prioritization and coordination skills. Ability to multi-task.
Strong interpersonal and communication skills (both in person and over the telephone) and the ability to work effectively with a wide range of customers.
Knowledge of medical terminology preferred.