Imaging Services Patient Coordinator (Full Time)

About North Country Healthcare (NCH):

North Country Healthcare is a non-profit affiliation of four medical facilities, Androscoggin Valley Hospital, North Country Home Health & Hospice Agency, Upper Connecticut Valley Hospital, and Weeks Medical Center, located in the White Mountains Region of New Hampshire. NCH includes numerous physicians and medical providers at multiple locations. This leading comprehensive healthcare network which employs hundreds of highly trained individual delivers integrated patient care through three community hospitals, specialty clinics, and home health and hospice services. NCH remains committed to the health and well-being of the communities we serve. As a leader in a management position this role emphasizes advancing High-Reliability Organization (HRO) principles, embedding a culture of safety, accountability, and consistent high performance.

POSITION SUMMARY:

The Imaging Services Patient Coordinator is responsible for performing clerical and secretarial functions within the Imaging Services Department. This role includes coordinating patient scheduling efforts with both internal and external team members to ensure accuracy and efficiency. The coordinator addresses daily workloads, adapts to changing demands, and communicates essential information to the Director of Imaging Services.

ESSENTIAL QUALIFICATIONS

Education:

• High school diploma or equivalent required.

Licensure:

• Association* accredited course in Basic Life Support (BLS) (for clinical staff), or Heartsaver CPR AED (for nonclinical staff), and renewal on a regular basis, with up to a three-month grace period after the expiration date.

Skills:

• Proficient typing and word processing skills.
• Excellent communication and interpersonal abilities.
• Familiarity with Meditech Health Information System preferred.
• Understanding of medical terminology is a plus.

Work Experience:

• Prior clerical or secretarial experience required.
• Experience in healthcare settings preferred.

ESSENTIAL FUNCTIONS:

1. Patient Scheduling and Coordination:

• Coordinate with NCH and external teams to schedule patients accurately and efficiently.
• Manage and prioritize incoming orders based on referral sources, urgency, and other factors.
• Manage high daily walk-in volume with real-time schedule adjustments.

1. Communication Management:

• Answer and direct incoming calls, ensuring effective communication with multiple specialties.
• Act as a liaison between patients and clinical teams to facilitate timely scheduling.

1. Administrative Tasks:

• Complete MRI patient screening forms and ensure appropriate scanning protocols.
• Process Advanced Beneficiary Notices and coordinate with Central Registration for processing incarcerated patients.
• Obtain prior medical records, including implant/device documentation, outside imaging, labs, and records from outside facilities.
• Process external paper/fax orders, including entering pending appointments, attaching documentation, and preparing orders for authorization.
• Review internal imaging orders from Meditech waitlists and ensure accurate protocoling, including CPT validation and required documentation.

1. Training and Maintenance:

• Provide orientation and training to new clerical staff members.
• Participate in Meditech upgrades, validation testing, and maintain application familiarity.

1. Patient Interaction:

• Greet and receive patients, ensuring a positive first impression.
• Verify patient information and manage imaging requests according to department policy.
• Communicate prep requirements to patients and perform pre-procedure appointment reminder calls.

1. Department Coordination:

• Collaborate with Patient Access Representatives to ensure efficient departmental operations.
• Create CDs of patient exams when required and coordinate specialized consents.
• Coordinate specialized imaging exams such as fluoroscopy, fine-needle aspirations, and nuclear medicine studies.

1. Compliance and Professionalism:

• Adhere to hospital policies, ensuring compliance with regulations and safety standards.
• Maintain utmost confidentiality and engage in hospital-wide performance improvement activities.

1. Relationship Building and Communication:

• Build effective relationships within and outside the organization.
• Demonstrate flexibility, adaptability, and time management.

1. Customer Satisfaction:

• Focus on customer satisfaction and anticipate customer needs to improve service delivery.

NON-ESSENTIAL FUNCTIONS

1. Performs additional duties as assigned.
2. Adheres to facility Values, Service Excellence and Standards of Excellence.