Radiology Access Specialist
Billings Clinic

Billings, Montana

Posted in Health and Safety

Job Info

Responsible for one of the first impressions a patient will have of Billings Clinic. Radiology Access Specialists are instrumental in ensuring the efficient and effective flow of patient access needs within the Radiology/Diagnostic Imaging Department. Responsible for greeting and registering patients, gathering appropriate demographic and insurance information, scheduling appointments, ordering a variety tests and ancillary services and the collection of co-payments. Radiology Access Specialists also serve as a primary technology resource for the PACS and teleradiology system. Responsibilities include data distribution for PACS related technology. Provides technical expertise, as a consultant, to the user community, remote branch locations, Information Services, and vendors assisting with problem resolution and other inquiries.

Essential Job Functions


Supports and models behaviors consistent with Billings Clinic's mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.


Greets all patients, families and customers to the department. Prepares appropriate paperwork for admission/registration and completes on-line registration information gathering demographic and financial information. Answers all calls coming into Radiology and manages as appropriate.

Schedules and coordinates appointments in a manner that meets the patient's needs and assists department in the management of patient flow utilizing knowledge of radiology scheduling protocols.

Schedules and enters complex orders for ancillary services via the order communication and practice management systems. Instructs patients on specific preparations and/or restrictions necessary to prepare for ancillary procedures. Involves other departments as needed for regulatory requirements.

Educates patients on medically necessary waivers and obtains appropriate signatures.

Inputs and processes orders from physicians, office staff and hospital staff. Prepares all other exam paperwork and distributes to staff expediently. Enters data for services rendered in a timely fashion to assist with film history/location.

Coordinates, promotes distribution and educates patients on patient satisfaction surveys.

•Health Information Management

Coordinates the electronic medical record for radiology patient. Assembles, maintains and retrieves patient jackets and records for permanent storage using digitizer and PACS technology as appropriate; and manages film jacket control responsibilities. Coordinates both the physical and digital files. Prepares patient files, films and reports for physician conferences.


Entering and coordinating complex patient and statistical data for the picture archiving and communication systems (PACS), Teleradiology.

Works in conjunction with vendors, Information Services, Facility Services and Telemedicine to ensure coordination of system functionality

Participates in both short-term and long-term planning for Radiology PACS system. This may include formulation and participation in performance improvement studies, data gathering, local and regional quality assurance construction, etc. Communicates recommendations to the Radiology Leadership team regarding efficiencies and solutions for improved patient data management.

Performs other duties as assigned or needed to meet the needs of the department/organization.

•Additional Lead Responsibilities

Evaluates and recommends enhancement needs for PACS, Teleradiology and related digital technology strategies. Utilizes process improvement principles to assess and improve system quality and outcomes.

Duties include assisting PACS Systems Administrator with development for orientation/training of new users and ongoing education and training for Billings Clinic staff, physicians, and regional customers.

Participates in the development of policies and procedures as it relates to access and utilization of PACS data management.

Assists PACS administrator with system support

Acts as Cerner Super User for Radiology Access Staff

Acts as lead for assigned department. Assists in the management of the day to day operations of department. Responsible for orientation of new staff and ongoing training/education for staff. Responsible for maintaining daily staffing in area. Participates in and provides input into interviewing, hiring, performance appraisals and disciplinary procedures. Leads staff meetings. (Leadership - Standard Lead Duties - Day to Day Operations, Lead)

Responsible for coordinating regular maintenance activities and supply inventory. Participates in the evaluation of supplies, including quality and costs. (Leadership - Standard Lead Duties - Maintenance Activities)

Provides technical expertise and support. Acts as a resource for technical issues. Coordinates with leadership on new technology implementations. (Leadership - Standard Duties - Technical Expertise, Lead)

Responsible for ensuring adherence to regulatory standards and ongoing regulatory readiness of department and staff. Evaluates and maintains records of quality control procedures. Responsible for policies and procedures designed to meet regulatory standards. (Leadership - Standard Lead Duties - Maintenance Activities)

Knowledge, Skills, and Abilities

•Microsoft Office Programs (i.e., Windows, Outlook, Word, Excel, etc.)

•HIPAA and confidentiality requirements

•Patient safety standards

•Personal computers, hardware and software

•Release of medical records and information

•Patient's/resident's rights as it relates to health care information management

•Health care trends as it relates to radiology information technology systems

•Basic anatomy and physiology / medical terminology

•Basic LAN/WAN network operations and troubleshooting

•Radiology patient and workflow processes

•Telephone etiquette

•Professional communication skills, both verbal and written

•Microsoft Windows and Office programs

•Problem identification, troubleshooting and resolution

•Functioning at both a conceptual and detail level

•Gather, analyze, compile and present information to diverse groups and audiences

•Working within a team environment to identify needs and issues

•Participating in the development and conducting training sessions for all levels of staff

•Organization, prioritization and time management

•Conflict resolution

•Order entry for ordering of laboratory and ancillary services as requested by clinical provider

•Analytical skills to solve simple to semi-complex problems

•Organization, prioritization, and time management

•Conflict resolution

•Incorporate population specific needs into all aspects of communication and patient care; scope of services provided will primarily encompass age groups ranging from adult through geriatric

•Communicate clearly and effectively, both verbal and written

•Establish and maintain collaborative relationships

•Maintain flexibility to adapt to a variety of work load assignments

•Respond calmly and effectively in difficult situations

•Work effectively in a team environment

•Work independently with minimal supervision

•Work with frequent interruptions and competing priorities

•Complexity & Difficulty

Errors in relaying inappropriate information or discourteous interactions with customers could result in embarrassment and/or loss of integrity for Billings Clinic.

•The radiology information systems supported by this position directly impacts the quality of patient care. Systems must be highly reliable.

•Position requires highest degree of integrity and confidentiality due to the sensitive nature of information handled; failure to maintain patient confidentiality could result in legal action and patient satisfaction issues.

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