Operations Support Specialist II - Hillsboro Medical Center

The Operation Support Specialist II primarily supports the scheduling skill set for diagnostic imaging. Assists in all aspects of scheduling by answering phones, coordinating appointments, and daily schedules with proper departments, technologists, nursing, and radiologists daily. Processes and manages orders, conveys proper preparation instructions, and directs patients for appointments. Participates with all support operations activities (scheduling, image library, and patient transport) with day to day workflows for diagnostic imaging departments.

KEY RESPONSIBILITIES 

Performed majority of the time:

·       Process orders for DI exams, coordinates, and schedules patient exams.

·       Follows correct scheduling procedures i.e. prep instructions, check in times, processes for procedures, and correct building for procedure.

·       Provides direction and assistance for patient appointments in Diagnostic Imaging for both patients and providers.

·       Communicates with radiologists, technologists, and departments to improve exam efficiency and patient experience.

·       Checks two (2) patient identifiers, loads information into the EMR system to activate orders for exams.

·       Process request and paper filing through system as well as checks faxes, distributes mail to proper areas, updates patient information and processes daily pulls for schedules.

·       Processes requests and orders through RightFax and schedule patient exams.

·       Answers phone according to departmental and organizational standards and responds to requests with prompt follow-up.

·       Coordinates patient transport to multiple modalities by continual observation of work lists and patient orders.

·       Keeps filing areas and drawers neat and organized for all users. Maintains all transport equipment, stocks exam rooms as needed.

·       Assist in the processes of maintaining archives within the hospital as well as its off-site storage and outside affiliates.

·       Assists in patient records processes including ID verification and consent.

·       Process all requests including patient imaging media and orders according to policy/procedure.

·       Facilitates customer service by routing jackets, inserts, and reports to appropriate departments, outside facilities and doctors’ offices.

·       Process CD’s and VPN pushes in a timely manner.

Performed occasionally but critical to successful performance of the job:

·       Assist patient as needed with transport or intervenes when transport is necessary, monitors high risk patients prior to and during exams as needed.

·       Looks for ways to improve customer service with patients as well as doctors’ offices.

Decision making and budget responsibilities (e.g. impact limited to the employee, entire unit or organization-wide):

·       Impact limited to the employee.

·       No budget responsibility.

Education:

Required

·         N/A

Preferred

·         High school or equivalent experience.

Experience:

Required

·         N/A

Preferred

·         Computer experience with Microsoft Outlook

·         Previous hospital experience, i.e. Medical Terminology.

·         Patient registration experience.

Licenses, Certifications and/or Registrations:

Required

·         BLS required within 90 days.

·         Lifting mechanics training within 30 days.

Preferred

·         Simplicity training within 90 days.

Job Related Skills, Abilities and Behaviors:

Required

·         High level of attention to detail.

·         Demonstrates ability to alphabetize and accurately file.

·         Demonstrates organizational skills and ability to effectively multitask.

·         Effective communication skills.

·         Professional personal appearance.

·         Ability to work both independently as well as in a team environment.

·         Ability to deal with several phone lines and patients at once.

·         Demonstrates excellent customer service skills.

Preferred

·         Bilingual skills

·         Computer experience with Microsoft Outlook, electronic health record (EHR) system, and PACS

·         Knowledge and demonstrations of HIPAA guidelines preferred and practices patient confidentiality.