Scheduling Secretary, Outpatient Imaging Services

Summary

The Scheduling Secretary, Outpatient Imaging Services, reports to the Manager of Diagnostic Imaging Support Services and handles primary telephone-based appointment requests for outpatient imaging services. Using an online scheduling system, they determine availability and book appointments while ensuring electronic records are accurately prepared and updated prior to patient visits.

Employees are expected to embody Brown University Health’s core values—Compassion, Accountability, Respect, and Excellence—and demonstrate the core Success Factors:

• Instill Trust
• Value Differences
• Patient and Community Focus
• Collaborate

Responsibilities

• Handles booking requests from physician offices, patients, and other stakeholders for diagnostic imaging services
• Accesses the online scheduling system to confirm modality availability and schedules appointments accordingly
• Prepares and sends appointment confirmations and related documents (e.g., questionnaires) via electronic or manual methods
• Completes patient record updates, including:
  • Demographic information
  • Insurance verification
  • Referring physician details
  • Required physician orders (verification and scanning)
• Retrieves missing patient data (e.g., treatment, lab, or previous imaging results) from both internal and external sources to ensure comprehensive electronic documentation prior to appointments
• Coordinates record preparation with hospital-based imaging business support staff
• Contacts relevant parties regarding availability and status of electronic records
• Confirms insurance coverage or obtains pre-authorization for services as needed and updates files accordingly
• Informs physicians/patients on:
  • Registration processes
  • Exam preparation requirements
  • Questionnaire completion instructions
  • Directions to the hospital
• Processes requests for image file copies (either preparing them directly or referring to hospital staff)
• May fulfil additional administrative tasks as required.