Advanced Imaging Scheduler

Rochester, NY


Performs complex secretarial and administrative duties, in a fast-paced environment with minimal direction and considerable latitude for independent judgment, in support of the clinical programs for patients undergoing advanced imaging procedures. This may include, but is not limited to anesthesia/sedation services, hydration coordination or escalations for urgent add-ons. Must be a critical thinker able to optimize complicated and dynamic schedules with coordination of multiple resources. Must develop a close working relationship with providers and staff so that care coordination and use of services can be optimized.

Coordinate clinical services, schedule and billing opportunities for patients requiring sedation or anesthesia for advanced imaging exams.

Completes the tasks of reception, registration, charge capture and charge entry, appointment scheduling, eRecord task management, In Basket management and telephone encounter management using the electronic medical record and patient access and revenue cycle systems. Assures patient satisfaction with information processing and reception service. Requires accuracy in order to generate billable services. Responsible for functions being completed in an accurate, efficient, and customer friendly manner. May be a resource to new staff. Must be able to make complex decisions.


Provider Assistant

  • Examines the clinical schedule(s) on a continuous basis to identify opportunities for optimizing the time and effort of providers and resources. Applies provider preferences and protocols in selecting from multiple possibilities to execute and/or delegate follow up actions based on provider’s patient notes.

  • Researches hospital medical records for information required for services to be completed.

Procedural Scheduling

  • Collaborates with multiple service lines regarding direct patient care needs and coordinates appointments as necessary.

  • May schedule sedation or anesthesia resources for both pediatric and adult patient populations.

  • Negotiates procedure/advanced imaging schedule by communicating complex details to imaging modality, Imaging-nursing/G-GCH nursing, imaging central scheduling, anesthesia scheduling, and procedural sedation sites including but not limited to, pediatric treatment center (AC6), pediatric hospital team 8N, and radiation oncology.

  • Using independent judgment authorizes overbooking and rearranging of providers schedules based on case complexity and medical urgency. Authorizes rescheduling when cancellations occur by applying necessary protocols for scheduling.

  • Based on the nature of the upcoming visit, varies patient education and follow up details accordingly in relation to the planned activities.

Patient Liaison

  • Assembles, from multiple tabs within the electronic medical record, the necessary details, for review and inclusion when completing paperwork.

  • Assesses calls to understand patient needs, prioritizes medical concerns and obtains responses from providers and follows up with patient.

Other Office Management

Coordinates work with attending physicians, residents, APP’s and technologists. Manages all incoming requests for attending physicians, residents, APP’s and technologists assuring that all correspondence receives timely attention and is followed up appropriately. Coordinates transfer of patient studies to and from other hospitals and physician offices as needed. Assists with onboarding process by training incoming staff. Functional knowledge of various office equipment. Provides coverage for absences within the division, and within the department when requested.

Other duties as assigned


  • High School Diploma required. Associate's degree in Medical, Secretarial, billing or related field preferred.

  • Two years relevant experience required or an equivalent combination of education and experience required.

  • Medical Terminology and experience with appointment scheduling software, electronic medical records and Microsoft programs are desired. Demonstrated excellent interpersonal skills, customer service skills and organizational skills are essential.

  • Experience scheduling anesthesia services and coordinating multiple services preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $18.50 - $24.05 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time