Patient Services Representative

Patient Services Representative

Patient Services Representative, MIT Medical

Reports To: Manager, Radiology

Position Overview

The Patient Services Representatives supports the radiology technologists and radiologists. This position maintains patient schedules and tracks patients who need follow-up. The AS oversees correspondence for releasing or obtaining images as well as sending mammography and other imaging-related letters to patients. This position maintains inventory and participates in quality assurance activities. May be assigned special projects as needed.

Principal Duties and Responsibilities: 

  • Maintain and schedule mammography and ultrasound schedules appointments as needed.
  • Track, call and schedule patients who need additional imaging and follow-up
  • Inform clinician if patient was a no show for an ultrasound appointment or a follow up diagnostic mammogram appointment
  • Ensure diagnostic mammograms are scheduled before the breast ultrasound
  • Review exams for mammograms, x-ray, and ultrasound to ensure proper orders have been placed.
  • Ensure that patients with special considerations (e.g., breast feeding, implants, mobility issues etc.) are scheduled for the appropriate exam based up history and chief complaint.
  • Consider patients with special circumstances who:
    • Are breast feeding
    • Have implants
    • Have mobility issues
    • Are under 30 – Just ultrasound
    • Are 30 and over – Mammogram, Diagnostic, Bilateral and ultrasound (schedule after the mammogram)
  • Input/change orders as necessary; may need to contact Clinicians directly to enter appropriate orders
  • Submit and contact outside facilities for imaging/reports as needed for upcoming exams
  • Upload outside imaging into PACS for comparisons
  • Send imaging and reports to outside facilities in a timely fashion to ensure relevant data is available Create digital files (e.g., CDs) with images as requested for patients
  • Ensure all exams have been read by the radiologist
  • Enter Parenchymal Pattern and BIRAD assessment into the radiology information system (RIS)
  • Answers and resolves EMR inbox communications to the radiology pool
  • Mail letters to patients and drop off/pick up and distributes radiology mail
  • Request and obtain supplies from Central Supply and stock supplies and maintain inventory
  • Identifies opportunity for quality and process improvements. Compiles findings into a formal recommendation and presents to management. Takes the lead to implement recommended quality improvements as approved.
  • Contributes to a safe and secure environment for patient, visitors, and co-workers by following established standards and procedures; complying with all policies and regulations related to safety, cleanliness, and infection control.
  • Maintains patient confidence by keeping protected health information confidential; complies with HIPAA regulations.
  • All other duties as assigned.

Minimum Required Education and Experience:

  • High School graduate with at least 1 year of experience in the radiology office
  • Must be able to push, pull, or lift objects weighing up to 20 pounds
  • Majority of time is spent standing or walking
  • Excellent customer service skills required.
  • Ability to professionally manage frequent telephone communication with patients, clinicians, and personnel at outside medical facilities
  • Must be able to multitask when appropriate while also maintaining attention to important details.
  • Must be able to prioritize tasks; possesses ability to return to tasks in process prior to interruptions
  • Proficiency in basic computer functions including MS Office Suite
  • Professional manner and adherence to safety guidelines required
  • Ability to work as part of a team and communicate effectively both verbally and in writing
  • Detail-oriented with superb documentation skills

Job Number: 22742
Grade Level: 4

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