Radiology Operations Coordinator

Capital Health - Pennington, NJ

Full-time

Remote - Pennington, NJ

Hospitals

About the position

The Radiology Operations Coordinator at Capital Health plays a crucial role in supporting the Radiology department by performing a wide variety of administrative activities within established guidelines. This position collaborates closely with the Radiology Leadership team to ensure that policies and procedures are reviewed and updated regularly. The coordinator is responsible for providing secretarial support that facilitates the smooth operation of multiple departments within Radiology. This includes assisting the Director in organizing departmental functions to maximize resources effectively. The role requires adherence to the organization's policies and applicable laws while managing various administrative tasks. In this position, the coordinator will maintain calendars for the director and other imaging leaders, ensuring accuracy and timely updates as changes occur. They will schedule meetings, coordinate arrangements including facilities, catering, and logistics, and make travel arrangements as needed. The coordinator will compile and organize quality assurance cases for the Chair of Radiology, maintain records and databases of confidential information, and ensure the timely processing and distribution of reports to department staff. Additionally, they will handle requisitions, invoices, and expense reports, ensuring accuracy in accounting codes and obtaining necessary signatures. The coordinator will also be responsible for maintaining department policy and procedure manuals, preparing and proofreading various documents and presentations, and organizing data regularly. They will serve as a liaison with facilities management and participate in office renovations and space allocations. The role requires the ability to manage multiple locations and respond efficiently in fast-paced environments, making strong organizational and communication skills essential.

Responsibilities

• Maintains calendars for director and other imaging leaders with accuracy, updating as changes occur.
• Schedules meetings and coordinates meeting arrangements, including facilities, catering, and logistics assuring smooth functioning of events.
• Makes travel arrangements as needed.
• Compiles and organizes QA cases for the Chair of Radiology to review and add to the QA report.
• Maintains records and databases of information specific to multiple departments, often of a highly confidential nature, on a timely and accurate basis.
• Coordinates the timely and accurate receipt, processing, production, and distribution of regular reports to appropriate department staff.
• Processes timely and accurately requisitions, invoices and expense reports, determines appropriate accounting codes, and obtain necessary signatures.
• Maintains department policy and procedure manuals.
• Prepares, edits, and proofreads letters, memoranda, documents, and presentations from drafts or independently in a timely manner.
• Designs formats and lays out presentations and documents as needed, using basic and intermediate features of MS Office applications (Word, Excel, Power Point).
• Reviews, determines appropriate disposition of, and respond to mail, faxes, email in a timely manner.
• Performs a variety of clerical tasks: monitors and orders office supplies, makes copies, sends and receives faxes as required.
• Organizes data and information on a regular basis.
• Ensures maintenance of hard copy and computer files periodically as required.
• Maintains existing databases in standard and specialized database applications.
• May conduct research on the Internet.
• Serves as liaison with facilities or building management, safety, and security to ensure consistent provision of services and to resolve problems as needed.
• Participates in office renovation, space allocation, and office moves, coordinating IT, telephone, facilities, and other support services as needed.
• Coordinates with PLC and Rider to ensure that patients are scheduled for their imaging exams in a timely manner.
• Coordinates and expedites PLC reports.
• Coordinates STAT procedures for the radiology department.
• Performs other duties as assigned.

Requirements

• High school diploma required; Bachelor's degree in business or health-related field preferred.
• Five years of healthcare experience including billing, scheduling, clinical system support, and process improvement implementations; two years of experience with Bachelor's degree.
• Possesses excellent organizational, interpersonal, conflict resolution, and verbal and written communication skills.
• Intermediate to advanced computer skills; proficiency with Microsoft Office.