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UPMC Lead Office System Assistant in Pittsburgh, Pennsylvania


The Radiology Support department, located at the Hillman Cancer Center, is looking for a Lead Office System Assistant! This position is full-time with up to 40 hours per week. The shifts are Monday through Friday, hours 6:00am to 2:30pm with rotating weekend shifts. The job responsibilities include checking-in patients, scheduling exams, answering phone calls, completing monthly staff schedules, etc. 2-3 years of Lead/Supervisor experience in an office setting is preferred. Strong customer service skills also preferred.


Under the general direction of the Supervisor, Support Services, interacts as a Team Leader to the Office System Assistants in Reception. Coordinates daily activities of the reception area to promote the efficient and continuous provision of high quality service to Radiology customers. Receives, coordinates and distributes information from physician offices, ancillary departments and the Radiology Information System in order to effectively initialize the flow of patient care. Assures that he/she and all assigned staff utilize the highest degree of specificity entering ICD-9 diagnosis codes for all outpatient radiology exams. Demonstrates the ability to schedule all radiology procedures from the RIS and physician script and assures that all assigned staff complies with departmental expectations. Acts as the resource for all new employees and ensures that orientation requirements are fulfilled. Verifies, to the highest degree of certainty, that all data entered into the informatics systems is correct including patient name, ID #, physician and billing information. Monitors and maintains their assigned clerical and patient area to assure the highest degree of cleanliness and readiness. Interacts with all individuals with a professional, tactful demeanor and resolves all conflicts to the satisfaction of the customer. Acts as the resource contact for all patient satisfaction concerns, proactively seeks resolution of customer concerns and maintains real-time communication with his/her supervisor.


  • Greet patient and coordinates exam processes.

  • Participate in quality improvement activities.

  • Make decisions based on situational assessment.

  • Seek increased responsibilities.

  • Achieve customer services.

  • Enter appropriate ICD-9 codes based on patient diagnosis.

  • Accept and support change.

  • Undertake self-development activities.

  • Establish and maintain an atmosphere of caring and support for patients, visitors, medical staff and co-workers.

  • Provide radiology division schedules for ancillary departments to assist with the admission and coordination of patient care.

  • Contribute to building a positive team spirit by assisting co-workers and offering assistance on an ongoing basis.

  • Look continually for opportunities to improve processes and systems.

  • Perform job functions thoroughly and accurately.

  • Exhibit objectivity and openness to other views, accepts criticism and feedback.

  • Process outpatient arrivals in the computer and schedule both in-patient and outpatient add-on radiology exams following the required scheduling guidelines.

  • Promotes effective and concise communication with all members of the healthcare team, verbally and in writing.

  • Cooperate with all members of the healthcare team.

  • Put success of team above own interests.

  • Demonstrate interpersonal skills.

  • Display commitment to service improvement.

  • Available for duty according to department guidelines for unscheduled absences, punctuality and manpower requirements.

  • Actively seek service recovery solutions that resolve customer complaint and communicates each occurrence with the supervisor.

  • Successfully manages competency demands.

  • Assist with the performance of internal audits to verify documentation compliance.

  • Participate in the training of all new staff.

  • Exhibits excellent listening skills and is proactive.

  • Maintain an organized, neat and safe work environment.

  • Display positive outlook and pleasant demeanor.

  • Exhibit sound and accurate judgement.

  • Demonstrate clinical competency.

  • Verify billing information and patient demographics in the information system.

  • Answer the phone professionally and politely, take accurate phone messages.

  • Develop teamwork.

  • Demonstrate flexibility. Prioritize and organize multiple duties in a constantly changing environment.

  • Exhibit tact, consideration and tolerance for interpersonal differences.


  • High school diploma is required.

  • A strong knowledge of medical terminology is required.

  • ICD-9 coding experience desired.

  • Knowledgeable in the use of computers including Microsoft Word and Excel.

  • A minimum of six months clerical experience is required.

  • Excellent customer service skills are required.

  • Previous radiology experience is preferred.

Licensure, Certifications, and Clearances:

  • Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran REQNUMBER: 66769391