Job Description

The Area Coordinator oversees the process of coordinating Diagnostic Imaging exams to help improve the flow and ultimately patient experience. This position is responsible for helping to facilitate the effective and efficient flow of patients to and from Diagnostic Imaging. The Area Coordinator reviews requisitions to help prioritize the order of exams to be done, schedules these exams based on prioritization, coordinates transport requests, communicates appointment times, ensures accurate and timely patient preparations are completed, addresses patient inquiries, and answer calls from members of our inter-professional teams. The Area Coordinator is responsible for the organization and entering of statistical data as needed, including entry of Ontario Breast Screening Program (OBSP) data into the ICMS software program. The Area Coordinator plays an integral central component, connecting processes and people from various departments in order to streamline and optimize care for our patient. They must have a good understanding of medical terms, pathology, imaging exams and workflows.

Responsibilities and duties:

• Acts as a liaison between Diagnostic Imaging and other departments to ensure all requests for imaging are completed in a timely manner. Reviewing clinical indications in order to prioritize and coordinate protocols for DI requests in order to determine the order that exams must be scheduled.
• Coordinate and confirm preparations instructions of DI patients such as ensuring bloodwork is complete, contrast has been taken, IV inserted, and sedation administered.
• Provide preparation letters to the patient and explain the requirements as needed.
• Arrange patient transfers as needed and follow-up on any delays proactively.
• Communicate with the Inter-professional team members, including physicians/radiologists, physician navigators, and other clinical staff to help coordinate urgent exams and connect relevant individuals in order to provide transfer of accountability.
• Organize the flow of patients and add-on requests to ensure operational efficiency and maximizing resource utilization.
• Entering patient data (demographic, appointment info, patient questionnaire, screening and pathology results) within the OBSP ICMS data entry program.
• Responsible for documenting various Cancer Care Ontario (CCO) indicator statistics (i.e. urgent callback, pathology, biopsy and surgical results) within the OBSP ICMS data entry program to assist with mandatory quarterly reporting.
• Ensure procedures/exams are completed and reported within OBSP guidelines/timelines and documenting/investigating reasons for delays, including follow-up with Radiologists.
• Responsible for coordinating, updating and maintaining templates and metrics, including ICMS schedule template, breast biopsy indicator statistical chart, monthly wait-time statistics and patient client packages.
• Mitigate patient concerns stemming from imaging-related issues by providing regular updates to patients waiting, communicating delay in exam performance, technical issues and/or reporting delays to staff and physicians.
• Demonstrated commitment to patient and family centered principles and care.
• Work in an acute care setting with direct patient exposure requiring the use of personal protective equipment.
• Possess excellent interpersonal skills to communicate effectively and diplomatically with patients, visitors, staff, clinicians, and others in-person, electronically and over the telephone.
• Possess excellent communication skills both verbal and written with persons of various social, cultural, economic and educational backgrounds in order to obtain necessary information accurately and also explain clinical procedures and practices.
• Proven ability to multi-task and work independently in a fast paced environment.
• Other duties as required

Job Requirements

• Diploma in Medical Office Administration required.
• Two years of experience working in Medical Imaging with RIS and Medical terminology experience or equivalent required.
• Experience with OBSP Screening program and ICMS software system preferred.
• Experience with healthcare related software, including but not limited to Radiology Information System (RIS) preferred.
• High accuracy typing skills combined with proficient computer software skills
• Intermediate skills in Microsoft Word & Excel and email required.
• Proven ability to work independently and within a multidisciplinary team in a high stress environment
• Proven ability to multitask with ability to adapt readily to changes in workload demands.
• Demonstrated ability to communicate effectively both verbal and in writing
• Critical thinking and exceptional problem solving skills when dealing with patients, physicians, hospital staff and external stakeholders.
• High degree of professionalism and competency to function in a position requiring initiative and the ability to prioritize duties of the position with limited to no supervision.
• Demonstrated commitment to patient and family centered principles and care
• Demonstrated ability to work effectively in a fast-paced, demanding and stressful environment
• Demonstrated ability to work various shifts and short-notice shifts
• Demonstrated ability to make decisions, problem solve and take initiative
• Demonstrated ability to work independently and in team environment
• Demonstrated excellent attendance record.
• Demonstrated critical thinking, multi-tasking and judgement skills
• Demonstrated interpersonal skills and conflict management skills
• Excellent work performance

As a condition of employment, all external hires will be required to submit proof of COVID-19 vaccination or documentation unless a valid accommodation under the Ontario Human Rights Code exists.

Unity Health Toronto