Scheduling Coord Ambulatory

About the Organization

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 for individuals dedicated to helping us achieve our vision of the healthiest kids in the country.

About the Role

Coordinate all scheduling needs and various interdisciplinary team appointments, follow up on referrals, complete intake processes, and prepare clinical reports and correspondence. The Coordinator works with clinic staff to maintain all inpatient and outpatient scheduling needs and maintains a timely workflow.

Responsibilities

• Assists with scheduling patient appointments and coordinating diagnostic testing with other procedures using the computerized scheduling system.
• Functions as a service line resource for medical and clinical staff, managers, and visitors, communicating with both internal and external customers to share information and provide direction.
• Assists with training new users in the scheduling software and helps current users develop skills.
• Obtains insurance referrals prior to clinic appointments and manages appointments for patients without referrals.
• In coordination with the Ambulatory manager team, maintains standard work tools (lean) and other established process improvement methodologies to ensure continuity and consistency of patient care across clinics.
• Maintains and records appropriate documentation in the electronic health record for each family and healthcare-related contact.
• Types, faxes, and mails reports, letters, memos, and other correspondence. Provides a timely and service-oriented approach to telephone calls, taking accurate messages and triaging calls as appropriate.
• Maintains confidentiality in handling all patient and program-related matters.
• Communicates with providers and staff to support and maintain optimal coordination.

Requirements

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required.
• 2+ years of experience working in a hospital/healthcare setting in patient registration, scheduling, financial environment, or customer service industry required.
• Experience working with families of diverse ethnic, cultural, and socioeconomic backgrounds preferred.
• Knowledge and understanding of dimensions of competency skills to plan, develop, and implement education programs relating to EPIC preferred.
• 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 and independently.
• Proficient data entry skills with accuracy and speed.
• Ability to navigate, coordinate multiple services, prioritize, and multi-task to meet the needs of patients, parents, physicians, and other hospital staff.
• Demonstrated teamwork within the department and community by assisting other staff members and/or organizations as necessary.
• Ability to function in a dynamic environment subject to impromptu changes in schedules and priorities.
• Excellent communication, interpersonal, and organizational skills to work effectively with professional staff, medical staff, all levels of management, patients, and families while maintaining confidential information.
• Ability to concentrate and pay close attention to detail using computer scheduling, entering orders, transcribing physician's orders, and arranging patient services.
• Experience with electronic medical records and Microsoft applications including Word and Excel.

Certifications/Licenses

• BLS-Basic Life Support Healthcare Provider (American Heart Association/American Red Cross/National Safety Council).