Administrative - Scheduler

Position Summary

The Medical Imaging Scheduler/Receptionist provides comprehensive administrative, clerical, and scheduling support in a high-volume outpatient imaging center. This position ensures efficient patient flow, accurate scheduling across imaging modalities, timely insurance/authorization completion, and exceptional customer service for patients, providers, and internal staff.

This role requires direct prior experience in a radiology/imaging department and hands-on Epic experience used specifically for imaging scheduling and/or patient access workflows. Candidates without these elements will not be considered.

Vendors must screen for all of the following before submission:

• Specific Epic Experience (Must-Have)
• Radiology Department Experience (Must-Have)
• Imaging Scheduling Experience (Must-Have)
• Patient-Facing Experience (Must-Have)

Epic experience must include direct, hands-on work for imaging scheduling and/or patient access workflows. Generic "EMR experience" is not sufficient.

• Specific Epic Experience (Must-Have)
• Candidate must have direct, hands-on Epic experience used for:
• Imaging scheduling
• Registration
• Order verification
• Work queues, referrals, or radiology workflows
• Must demonstrate that this experience is in imaging scheduling contexts.

• Radiology Department Experience (Must-Have)
• Minimum 6 months experience in a diagnostic imaging department, such as:
• X-ray
• Ultrasound
• Mammography
• CT / MRI
• Interventional Radiology (IR) if imaging scheduling duties were included
• Must show clear exposure to imaging workflows, terminology, and department operations.

• Imaging Scheduling Experience (Must-Have)
• Must have scheduled diagnostic imaging procedures using Epic or other RIS/PACS-associated systems.
• Must demonstrate experience with:
• Reviewing imaging orders/referrals
• Understanding prep requirements (e.g., NPO instructions)
• Coordinating multiple modalities
• Managing high-volume phones/queues
• General medical office scheduling alone is not acceptable.

• Patient-Facing Experience (Must-Have)
• Front desk, phones, check-in/check-out, and handling patient concerns must be demonstrated.

• Schedule imaging procedures across multiple modalities (ultrasound, mammography, x-ray, bone densitometry, etc.) using Epic.
• Provide front desk reception and greet patients professionally.
• Verify insurance eligibility and benefits; obtain prior authorizations when required.
• Inform patients of preparation requirements and financial responsibility.
• Request and obtain prior imaging, CDs, reports from referring offices or external facilities.
• Manage multi-line phone systems and respond to patient and provider inquiries.
• Ensure accurate data entry, maintain confidential records, and update patient information.
• Support technologists, radiologists, and supervisors with daily administrative tasks and departmental workflows.
• Participate in quality improvement, compliance, and staff development activities.
• Maintain a clean, organized workspace and waiting area.

• High School Diploma or GED required.

(Not required but strongly desired)

• 2 years as a medical receptionist or scheduler in a radiology/imaging environment.
• Familiarity with radiology terminology, exam prep requirements, and imaging workflow concepts.
• Experience coordinating care across multiple specialties or modalities.

• Proficiency in Epic (Radiology/Access workflows).
• Strong communication and customer service skills.
• Accuracy and attention to detail in a fast-paced environment.
• Ability to prioritize and multitask.
• Professional, team-oriented, and reliable work style.
• Ability to follow standardized procedures and written instructions.

Submit only candidates who meet ALL of the following:

• Epic experience clearly shown in the resume (not just listed in skills)
• Radiology/imaging department work history
• Imaging scheduling experience (multi-modality preferred)
• Patient-facing background

Candidates missing any of these items will not be reviewed by the hiring manager.