Breast Imaging Administrative Assistant

Job Description Summary

Provide administrative support by working with the radiologists, technologists, referring providers/clinics, registration, front desk attendants, and schedulers to coordinate Breast Imaging service while delivering high level of customer service in a fast-paced outpatient ambulatory setting. To ensure and maintain required documentation of patient records in compliance with DHEC, MQSA, and ACR guidelines. Provide support for other outreach sites as deemed necessary.

Entity

Medical University Hospital Authority (MUHA)

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC001414 KER - Mammography (KMC)

Pay Rate Type

Hourly

Pay Grade

Health-23

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Summary:

Provide administrative support by working with the radiologists, technologists, referring providers/clinics, registration, front desk attendants, and schedulers to coordinate Breast Imaging service while delivering high level of customer service in a fast-paced outpatient ambulatory setting. To ensure and maintain required documentation of patient records in compliance with DHEC, MQSA, and ACR guidelines. Provide support for other outreach sites as deemed necessary.

Job Description:

• Have a complete understanding of workflow protocols to ensure timely reading of exams and reporting and notifying referring providers and patients of results.
• Collaborate with technologists, radiologists, referring providers/clinic, front desk, and schedulers to facilitate breast imaging services and provide timely patient care.
• Support culture of safety in the workplace.
• Identify improvement opportunities for the department/organization.
• Other duties as assigned.

Education and Work Experience

• High School Diploma and associate degree in health sciences preferred.  Prior work experience in Mammography Department is preferred. Demonstrate ability to organize and prioritize work, provide excellent verbal and written communication, interact tactfully with customers, and establish and maintain effective relationships with others.

Degree of Supervision

• Work under the indirect supervision of the Radiology Director, Radiology Manager, and Supervisor.

Licensures, Registrations, Certifications

• N/A

Physical Requirements

Continuous requirements are to perform job functions while standing, walking, and sitting. Ability to bend at the waist, kneel, climb stairs, and reach in all directions, fully use both hands and legs, possess good finger dexterity, perform repetitive motions with hands/wrists/elbows and shoulders, reach in all directions. Ability to be qualified physically for respirator use, initially and as required. Maintain 20/40 vision corrected, see and recognize objects close at hand and at a distance, work in a latex safe environment, and work indoors. Frequently lift, lower, push, and pull and or carry objects weighing 50 lbs. (+/-) unassisted, exert up to 50 lbs. of force, lift from 36” to overhead 25 lbs. Infrequently work in dusty areas and confined/cramped spaces

Job Duties:

35% - Have a complete understanding of workflow protocols to ensure timely reading of exams and reporting and notifying referring providers and patients of results.

Success Criteria

• Understand the importance of time management and prioritization to ensure duties are accomplished according to deadlines.
• Demonstrate thorough knowledge of the process for requesting patients’ prior records from outside facilities and ensure timely receipt of records to comply with MQSA guidelines.  
• Demonstrate thorough knowledge of the Category 0 process to ensure timely scheduling and notification to the provider and patient.
• Document patient/provider communication encounters in EPIC.
• Document request and receipt of patient records in EPIC/Penrad.
• Upload images into PACS for radiologist interpretation.
• Commit radiologist dictation in Penrad every two to three hours to ensure the finalization of reports and printing of lay letters for mail delivery to patients.
• Ensure the patient result letter matches the Bi-RADS code and a recall interval is indicated, as appropriate for the exam, before mailing.
• Ensure the patient receives a lay letter within 30 days from the mammography exam date. 
• Promptly contact the referring provider for orders to schedule patient follow-up visits (i.e., additional imaging, ultrasound, etc.)
• Coordinate with providers, nurse navigators, and patients to schedule biopsy procedures.
• Call no-show patients to reschedule appointments.
• Print and mail annual screening and follow-up reminder letters to patients.
• Demonstrate thorough knowledge of the IOF process to ensure timely interpretation of exams.
• Check and monitor Penrad/EPIC systems throughout the day to confirm exam interpretation, completion, and deletion and notify radiologists promptly of missing reads.
• Resolve exams in Penrad and document the appropriate resolution.  
• When reports and patient letters are returned, research where the problem occurred and where they should go and resend/mail to ensure prompt delivery of results. 
• Pull pathology reports and prepare the patient record for interpretation.
• Print Radiologist exam summary reports as needed for DHEC inspection.
• Ensure timely ordering of supplies, maintain proper stocking and establish inventory control to know when needed.
• Know how to fix minimal problems with printers and fax machines and where to call for help to ensure the constant printing of reports/paperwork. 
• Performs any other duties needed by the radiologist, technologist, and site manager.

25% - Collaborate with technologists, radiologists, referring providers/clinic, front desk, and schedulers to facilitate breast imaging services and provide timely patient care.

Success Criteria:

• Obtain/create orders and verify to include the exam and ordering provider to ensure accuracy and the results are delivered to the correct provider to comply with HIPPA, DHEC, MQSA, and ACR guidelines. 
• Perform proper telephone etiquette by smiling, greeting and identifying yourself and the department. Return calls promptly if a time was promised; change voice message when away from the office and immediately update upon return; do not use the speaker when answering calls.
• Maintain knowledge of telephone functions such as transfers, conference calls, voice mail, greetings, etc.
• Schedule appointments at various breast imaging sites to improve patient access.
• Review and block the scheduling templates when necessary and immediately report errors/concerns.
• Know what information and questions to ask the caller/scheduler to assist with effective scheduling.
• Assist providers/clinics with add-ons/needed exams, competing demands, and emergent situations.
• Document patient/provider encounters in EPIC to promote effective and collaborative communication. 
• Coordinate and communicate scheduling and additional patient needs with the scheduling department, front desk, administrative staff, mammography technologists, and ultrasound technologists.

30% - Support culture of safety in the workplace.

Success Criteria:

• Consistently looks for ways to improve workplace safety by analyzing work areas and identifying workflow barriers.
• Screen patients by using a minimum of two identifiers.
• Report patient safety events by completing Shields on the day of the event or as soon as possible.
• Report employee injuries by completing Accord Form on the day of the event and notify Employee Health Services and your supervisor/manager.
• Report patient falls, complete Post Fall Huddle Form, and forward to supervisor/manager.
• As equipment failures and errors are identified, report ASAP to Biomed/service vendor (as appropriate for your area), supervisor/manager, and clinical staff; follow-up to confirm a resolution.
• Report systems failures by submitting an IS ticket and follow-up until resolved.
• Actively participate in staff meetings by sharing your comments, suggestions, and ideas to improve patient experience and the work environment.
• Address patient care problems as they arise and take the necessary steps to resolve them as soon as possible; involve the appropriate supervisor or another patient care team as necessary.
• Ensure patient areas, work areas, and equipment are cleaned per manufacturer, OSHA, DHEC, and MUSC infection control guidelines.
• Report any environmental issues to the manager promptly.

10% - Identify improvement opportunities for the department/organization.

Success Criteria:

• Participate in shared decision- making and problem- solving to promote effective collaboration with team and interdisciplinary departments.
• Facilitate a positive learning environment for care team members, students, residents, fellows, and radiologists.
• Assist in orienting and training new staff and students; provide timely written and verbal feedback on performance.

Additional Job Description

Education: High School Degree or Equivalent Work Experience: 2 years

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees