Radiology Scheduler

Position Summary

At Stony Brook Medicine the Radiology Scheduler is responsible for daily scheduling of patients and exams for Radiology, and Vascular Lab using the hospital approved scheduling systems, RIS Scheduling and Cerner Enterprise Wide Scheduling systems (EWS). Perform all duties associated with the process to include but not limited to insurance authorizations, coordinating scheduling and needs for various services.

Duties of a Radiology Scheduler may include the following but are not limited to:

• Coordinating high volume, complex linked scheduling for various appointment types in RIS, and EWS scheduling book for the Radiology department.
• Ensure patient appointments including pre-admission testing, and follow up appointments with referring physicians do not fall through the cracks.
• Reschedule pre-admission testing appointments and exams to maintain patient flow of the department.
• Give patients necessary instructions for their exam(s) (i.e. fasting, directions, earlier arrival times)
• Ensure patient compliance with appointments.
• Monitor and follow up on “no show” patients to identify and escalate patient compliance issues.
• Frequent rescheduling and re-coordination of patient’s exams, pre-admission testing, main OR scheduling book, and pediatric procedure book appointments.
• Coordinates with multiple physicians within the hospital, and physicians from outside facilities, disseminate pertinent information to patients and staff.
• Review patients EMR to locate their prescriptions for exams, authorizations, pending authorizations, or any notes that are documented pertaining to the scheduling of exam(s).
• Create encounters for all anesthesia, and pediatric appointments.
• Communicate with supervisors, and technicians on a daily basis for protocol changes, or equipment upgrades that would hinder the scheduling of certain exams.
• Answer phone calls from the scheduling queue in a timely and courteous manner, making outbound phone calls, and receiving orders from various physicians through email and fax.
• Obtain necessary pacemaker forms from referring physicians’ offices within 30 days of the patient’s exam. If exam is rescheduled obtain new form to replace expired form.
• Navigate websites to order Nuclear Medicine dosages for exams.
• Identify and facilitate a patient with financial needs to financial navigation team.
• Use the department of radiology, and hospitals managed care guide to recognize if patient’s insurance is par or non-par.
• Advise patient on the need for authorizations prior to exam.
• Use refer a patient website to accurately transfer all patient’s information to our CPMP department to obtain authorizations for Stony Brook hospital, and our offsite locations.
• Navigate the radiology scheduling pool for orders and prioritizing urgency of exams.
• Respond to inquiries or take messages and/or forward to appropriate area for resolution
• Use translator service to schedule appointments, and schedule translator services for patient’s arrival to department.
• Maintain adequate office supplies 
• Communicate issues with hardware or software to the Radiology IT department.
• Maintains strictest confidentiality, adheres to all HIPPA guidelines and regulations
• Maintain a professional appearance as well as an organized and clean workspace and adhere to department policies and procedures.
• Complete annual physical, recertification, compliance and all other required training programs when needed and as assigned.

Qualifications

Required Qualifications: 

• Associate’s degree and at least 1 year of customer service experience in a medical/healthcare setting or, in lieu of a degree, at least 2 years of customer service experience in a medical/healthcare setting
• Critical thinking, problem solving skills, with excellent organizational skills
• Ability to multi-task and pay close attention to detail. Ability to work as an efficient team member and have superior written and expressive communication skills

Preferred Qualifications: 

• Radiology experience
• Knowledge of hospital computer systems (RIS and Cerner EWS)
• Knowledge of insurance and managed care requirements

Special Notes:   Resume/CV should be included with the online application.

Posting Overview:  This position will remain posted until filled or for a maximum of 90 days. An initial review of all applicants will occur two weeks from the posting date. Candidates are advised on the application that for full consideration, applications must be received before the initial review date (which is within two weeks of the posting date). 

If within the initial review no candidate was selected to fill the position posted, additional applications will be considered for the posted position; however, the posting will close once a finalist is identified, and at minimal, two weeks after the initial posting date. Please note, that if no candidate were identified and hired within 90 days from initial posting, the posting would close for review, and possibly reposted at a later date.

• Stony Brook Medicine is a smoke free environment. Smoking is strictly prohibited anywhere on campus, including parking lots and outdoor areas on the premises.

• All Hospital positions maybe subject to changes in pass days and shifts as necessary. 

• This position may require the wearing of respiratory protection, which may prohibit the wearing of facial hair. 

• This function/position maybe designated as “essential.” This means that when the Hospital is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at Stony Brook Medicine, Stony Brook University Hospital and related facilities. 

Prior to start date, the selected candidate must meet the following requirements: 

• Successfully complete pre-employment physical examination and obtain medical clearance from Stony Brook Medicine's Employee Health Services*

• Complete electronic reference check with a minimum of three (3) professional references.

• Successfully complete a 4 panel drug screen*

• Meet Regulatory Requirements for pre employment screenings.

• Provide a copy of any required New York State license(s)/certificate(s). 

Failure to comply with any of the above requirements could result in a delayed start date and/or revocation of the employment offer. 

*The hiring department will be responsible for any fee incurred for examination.

Anticipated Pay Range:    

The salary range for this position is listed below. This range reflects Stony Brook University Hospital’s good faith and reasonable estimate of potential compensation at the time of posting.

The final offer will be determined based on the candidate’s verified years of relevant, comparable experience. Please note that misrepresentation or inflation of experience may result in disqualification from the hiring process or termination of employment if hired.

Some positions may also include annual supplemental pay, such as:

• Location Pay: for UUP, CSEA, and PEF full-time positions

• Shift Differentials: Additional pay for evening, night, or other supplemental shifts (e.g., inconvenience pay, geographic pay, or other applicable differentials)

At Stony Brook University Hospital, your compensation extends beyond your paycheck. We offer comprehensive benefits including generous leave, health insurance, and participation in the state pension system that contribute significantly to your overall total rewards package.

Stony Brook Medicine integrates and elevates all of Stony Brook University’s health-related initiatives: education, research and patient care. It includes our Health Sciences schools — Medicine, Dental, Health Professions, Nursing and Social Welfare — a Program in Public Health, as well as Stony Brook University Hospital, Stony Brook Children’s Hospital, Stony Brook Southampton Hospital, Stony Brook Eastern Long Island Hospital, Long Island State Veterans Home, and more than 200 community-based healthcare settings throughout Suffolk County. 

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. 

Stony Brook University is committed to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting oea_ada@stonybrook.edu. We will consider accommodation requests in compliance with applicable law. This process is separate from and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here. 

Visit our WHY WORK HERE page to learn about the total rewards we offer.

Stony Brook University Hospital, consistent with our shared core values and our intent to achieve excellence, remains dedicated to supporting healthier and more resilient communities, both locally and globally.