Clinic Coordinator - Neuro Clinic

At Children’s Wisconsin, we believe kids deserve the best.

Children’s Wisconsin is a nationally recognized health system dedicated solely to the health and well-being of children. We provide primary care, specialty care, urgent care, emergency care, community health services, foster and adoption services, child and family counseling, child advocacy services and family resource centers. Our reputation draws patients and families from around the country.

We offer a wide variety of rewarding career opportunities and are seeking individuals dedicated to helping us achieve our vision of the healthiest kids in the country. If you want to work for an organization that makes a difference for children and families, and encourages you to be at your best every day, please apply today.

Please follow this link for a closer look at what it’s like to work at Children’s Wisconsin: https://www.instagram.com/lifeatcw/

Schedule: M-F 8am-430pm

Job Summary

Coordinates and optimizes scheduling processes, patient access, and pre- and post- care activities for outpatient, inpatient, and multidisciplinary clinics.

Essential Functions

• Acts as a point person for clinic scheduling processes and as liaison to Central Scheduling, ensuring consistent scheduling practices.
• Acts as a point of contact for patients’ families, providers, and other community resources regarding department functions and scheduling. Responds to incoming clinic calls, text messages, and faxes to ensure clear and timely communication. Understands the roles of clinicians in the clinic to ensure accurate communication with families.
• Facilitates care coordination activities and assists in scheduling care coordination, including: calls with schools, providers, insurance companies based on clinicians’ schedule to promote efficiency in this communication occurring.
• Completes complex scheduling including but not limited to multidisciplinary clinics and scheduling appointments with multiple providers in the same day.
• Monitors clinic schedules and collaborates with department leaders to identify solutions when discrepancies or staffing shortages are identified. Provides input into staffing plans based on scheduling expertise. Facilitates maximal patient access to care and achievement of slot utilization goals.
• Ensures that necessary supporting documentation (e.g. Individualized Education Plans (IEP), outside records, MD orders) is secured prior to appointments and that documentation for follow-up care is in place (e.g. MD signatures on plans of care). Supports Financial Clearance as needed in securing information for insurance authorization.
• Proficient in use of the electronic medical record to support clinic operations and patient care.
• Ensures upkeep of provider schedules across service areas; builds, modifies and processes schedule changes and follow up as required as directed by leader.
• Tracks and maintains documentation for grants as needed to support ordering of supplies relevant to grant funding.
• Provides administrative support: participates in continuing education/in-service committees and provides logistical support, supports new employee department orientation planning, providing insight into scheduling processes.

Legacy Essential Functions

• Assists Manager in ordering specialized supplies/special orders and completes routine ordering.
• Assists with clinic operations as needed to support patient care (e.g. room turns, in room check out/scheduling, stocking supplies).
• Greets patient and family in a welcoming manner, ensuring confidentiality and privacy. Rooms patients as needed to support clinic flow.
• Utilizes the electronic clinical information systems to support clinic operations and patient care.

Education

• High school education or equivalent required

Experience

• 1+ years clinic scheduling experience required in order to understand department procedures and interdepartmental function required

Knowledge, Skills and Abilities

• Ability to type at a minimum of 5500 KSPH preferred to complete forms, letters, telephone documents, and data entry.
• Interpersonal skills necessary to gather and share information with physicians, patients, visitors, families, and team members in a courteous and confidential manner.
• Excellent organizational, analytical, and prioritizing skills necessary to work in a fast-paced environment with multiple tasks done simultaneously.

Required for All Jobs

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be requested in the performance of this job.
• Employment is at-will. This document does not create an employment contract, implied or otherwise.

Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do not discriminate against any person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.

Certifications/Licenses: