Care Team Assistant

Job Summary

The Ambulatory Care Team Assistant provides clerical and clinical support for the operations of assigned clinics, including scheduling patient appointments and tests, managing phone calls and in-baskets, assisting in maintaining the clinic environment, and facilitating communication to support clinic workflows and operations.

Essential Functions

• Assists the clinical team to prepare for clinic by completing paperwork including questionnaires, assuring all necessary information, radiographs, and diagnostic studies are available for the clinic appointment, assists with workflow technology, and participates in the daily team huddles.
• Communicates with patients and families using excellent customer service and defined service standards while ensuring confidentiality and privacy.
• Fosters an environment conducive to positive patient/family interactions and assures that service standards are met or exceeded. Provides service recovery when appropriate.
• Assists with clinic flow, monitoring patient location and wait time. Communicates with and supports providers and staff to maintain optimal clinic operations.
• Keeps leadership informed of unusual patient or employee situations, patient safety events, and operational problems within the clinical area.
• Utilizes the electronic clinical information systems to support clinic operations and patient care.
• Schedules patient appointments and diagnostic testing through the use of the computerized scheduling system. Assists the clinic team and leaders to monitor the daily schedule which includes, but is not limited to, management of daily appointments, no-shows, cancelled appointments, bump list appointments, and managing the wait list.
• Manages scheduling related calls from Central Scheduling. Interacts effectively with all departments regarding the scheduling and triaging of appointments and patient related calls.
• May provide assistance to the rooming and clinical staff to schedule follow up appointments and tests.
• Assists the clinical team with telephone calls and documents information appropriately.

Legacy Essential Functions

• Maintains a clean, orderly and safe work environment.
• Assists leadership and clinical team to monitor and manage operational supplies and equipment.
• Contacts appropriate departments and facilitates resource needs for the clinics including ordering supplies and facilitating maintenance of clinical and office equipment.
• Performs clerical duties such as mail, copying, faxing, and printing to support the clinical staff.
• Assists with obtaining an insurance prior authorizations and related processes for care and services.

Education

• A High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required.
• A Bachelor's Degree preferred or an Associate's Degree preferred.

Experience

• 1+ years related experience required.
• Healthcare experience preferred.

Knowledge, Skills and Abilities

• Proficient data entry skills with accuracy and speed.
• Ability to utilize Microsoft Office, Internet/Intranet, clinical and other information systems and technology.
• Excellent interpersonal communication skills necessary to gather and share information with providers, 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.