The Imaging Program Coordinator II manages all operational and administrative aspects of an assigned imaging screening or specialty program. This role serves as the primary point of contact for patients, referring providers, and internal departments throughout the full program cycle from initial order receipt through scheduling, results delivery, and follow-up. In addition to the core coordination functions shared with the Level I role, the Coordinator II carries responsibility for program database management, financial and insurance verification, grant or program reporting, and process improvement. This position operates with a high degree of independence and is expected to manage complex, multi-step workflows accurately and without constant oversight.
SPECIFIC JOB DUTIES AND RESPONSIBILITIES:
- Serve as the primary point of contact for all program-related inquiries from patients, referring providers, and internal departments; provide excellent customer service in person and remotely.
- Receive, verify, and process incoming orders and patient intake information; route to eligibility, precertification, or other appropriate departments with complete documentation.
- Verify insurance coverage including benefits, out-of-pocket costs, deductibles, and coinsurance; document eligibility accurately across multiple systems.
- Schedule and reschedule patient appointments, coordinating with internal and external providers using established workflows.
- Maintain and reconcile an accurate roster of program-eligible patients; review accounts on an ongoing basis to ensure correct scheduling and billing, resolving errors as identified.
- Ensure completed exams are read and that results are transmitted to the patient and referring provider in a timely manner; notify providers of abnormal findings per program protocol.
- Manage program database including data entry of patient screening activity, correspondence, management documentation, and statistical reporting.
- Manage grant or program reporting and budget responsibilities as applicable.
- Pull and transmit medical records to external providers as required.
- Recommend and implement scheduling and program process improvements; identify and develop initiatives to reduce barriers to patient access.
- Prepare analytical and program data as requested by leadership.
- All other duties as assigned by supervisor or director
OTHER JOB REQUIREMENTS: N/A
SUPERVISORY RESPONSIBILITY: N/A
EDUCATION, CERTIFICATION, LICENSURE, REGISTRATION:
- High School diploma or GED required.
- Associate's or Bachelor's degree in Healthcare Administration, Business, or a comparable field preferred.
EXPERIENCE, KNOWLEDGE, SKILLS and ABILITIES:
- Minimum three (3) years of experience in a medical clinical or business office setting.
- Minimum two (2) years of medical insurance experience preferred.
- Strong applied knowledge of medical office workflows and practice management.
- Knowledge of medical billing and collection practices.
- Knowledge of basic medical coding and third-party operating procedures.
- Knowledge of legal and regulatory requirements applicable to healthcare programs, including grant-funded programs where applicable.
- Proficiency with computer programs, spreadsheets, and healthcare applications; ability to manage data across multiple systems with a high degree of accuracy.
- Demonstrated ability to work independently, manage competing priorities, and complete complex workflows without constant guidance.
- Excellent written and verbal communication skills.
REASONING ABILITY:
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
INTERPERSONAL SKILLS:
- Must interact and communicate both verbally and in written form.
- Must interact and exchange information regarding patients with physicians and other departmental personnel, and outside agencies on a frequent basis while respecting the confidentiality of patient information.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is regularly required to talk or hear.
- The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
- Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment described here are representative of those an employee encounters while performing the essential functions of this job.
This position involves potential exposure to infectious diseases. Team members are offered appropriate vaccinations and safety training.
COMMENTS:
This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of the job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.