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ARNOT HEALTH JOB DESCRIPTION

JOB TITLE: BREAST HEALTH COORDINATOR

DEPARTMENT: RADIOLOGY - HEALTH CENTER FOR WOMEN

REPORTS TO: MAMMOGRAPHY SUPERVISOR

MAIN FUNCTION:

The primary responsibility of this position is to review and distribute examination reports and correspondence related to breast imaging exams according to State and Federal guidelines. The Breast Health Coordinator will be required to manage the exam worklist daily, reviewing reports for completeness and accuracy, and requesting amendments or modifications from clinical staff as needed. Works in conjunction with the Nurse Navigator and clerical team to follow up on abnormal exams and patients requiring short-term interval follow up. Serves as a point of contact for referring physicians, patients, and caregivers and refers to clinical staff for additional support. Facilitates scheduling patient appointments and diagnostic coding of necessary orders. Required to support record maintenance and ongoing regulatory body compliance (including MQSA inspections, ACR accreditation, and NYDOH inspections), including daily peer review/EQUIP case selection.

DUTIES AND RESPONSIBILITIES:

Position Essentials

1. Review of daily exam worklist and RIS list for completeness and accuracy prior to finalizing/batch printing letters and reports. This includes making corrections within the scope of the position and requesting clarification, amendments, and/or corrections from technical and clinical staff as necessary.
2. Daily chart preparation and follow-up for indeterminate or suspicious examinations requiring callback for additional imaging or biopsy. Utilizes ICD-10 coding to request orders from providers and schedule patients for callback follow-up. Provides relevant documentation to the Nurse Navigator in preparation for exams requiring biopsy. Maintains records to document clinical follow-up on all BIRADS 0, 4, and 5 examinations.
3. Actively manages examinations requiring short-term interval follow-up, including ICD coding and order requests, patient/provider correspondence, scheduling and records management.
4. Regularly cross-trains with the Nurse Navigator to ensure competency in their essential tasks. Is responsible for coverage of biopsy chart preparation/scheduling/pathology entry/follow-up etc. Assists Navigator and Mammography Supervisor in ongoing compliance and preparations for State and Federal audits.

Position Specifics

1. Utilizes PenRad/EPIC/Other electronic medical record systems with high proficiency to review worklist/exams/imaging, complete data entry tasks, generate reports, and maintain patient records.
2. Verifies that all exam reports and correspondence are correct and distributed in a timely manner. Generates daily reports to ensure all patients imaged on a given day of service have completed exams and have generated required correspondence.
3. Reviews RIS worklist for completed MRI exams and transfers records into PenRad system. Adds clinical text to surgical specimen imaging exams and moves them to the worklist for dictation.
4. Maintains records for tracking Category 0/4/5 patients, logs follow-up and procedures, and collects/scans relevant pathology reports and communications with external providers.
5. Actively manages recall intervals and follows up on overdue examinations. Documents attempts made to reach patients and scan relevant documentation to patient record.
6. Utilize ICD 10 Coding to appropriately code exams requiring follow-up. Facilitates requesting/ordering of follow-up exams.
7. Select cases for daily peer review and EQUIP auditing and maintain records for reporting to regulatory bodies.

Nurse Navigator Coverage (regular cross-training and as needed during vacations/sick time)

1. Cross-trains in essential functions on a regular basis to provide ongoing coverage.
2. Knowledgeable in all steps of biopsy follow-up (including chart preparation, imaging review, MD consultation, scheduling Q&A, biopsy after-care instructions, different types of pathology, how to enter pathology in EMR systems, scheduling surgical consultations, cancer treatments and protocols, and maintenance of medical outcome records).
3. Assists in generating reports as needed to prepare for State and Federal audits.
4. Has working knowledge of CSP/VA programs and processes and assists when needed in communicating results to required parties.

Administrative - Front Desk Support (as needed)

1. Answer phones in a courteous and professional manner and transfer them to clinical staff members when needed.
2. Assist with pushing prior exams for scheduled patients to PACS and reminder calls in advance of appointments.
3. Assist with scheduling patients and scanning required paperwork to patient records.

Miscellaneous

1. Supports ongoing quality improvement activities for breast services.
2. Shows willingness to work occasional evenings or weekend hours as special programs or audit preparations dictate.
3. Attends all annual mandatory educational programs and trainings as required by position.
4. Understands this job description lists typical duties for the classification and is not to be considered inclusive of all duties, which may additionally be assigned.

EDUCATION/CERTIFICATIONS:

Required:

• High School Diploma or higher

EXPERIENCE:

5 years in an administrative healthcare setting (experience in breast cancer/women's health preferred), however, willing to train the right applicant. Must be well-organized and self-directed, with an exceptional work-ethic. Strong analytical and interpersonal skills, with a high level of proficiency in oral and written communication. In-depth knowledge of medical terminology, human anatomy, and imaging modalities. Microsoft Office competency required. Our office utilizes EPIC, Penrad, PACs, and Flex for medical records, and Soarian for scheduling (proficiency in these technologies is preferred).

ADA REQUIREMENTS:

• Physical Strength
• Form Perception
• Manual Dexterity
• Environmental Conditions

• Motor Coordination
• Environmental Hazards

PHYSICAL DEMANDS:

Appreciable physical effort required. Talking and hearing, vision, lifting, stooping, kneeling, crouching, reaching, and handling.