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.

Clinic Coordinator

Position Summary

Neuropsychology at Children’s provides specialized testing for pediatric patients with neurological conditions. Neuropsychological testing helps identify each child’s unique strengths and areas where additional support may be needed, helping to guide individualized plans of care and provide families, teachers, and the care team with recommendations to help each child reach their fullest potential. We are seeking an organized, dependable, and collaborative Clinic Coordinator to support this important work. The Clinic Coordinator plays a key role in creating a positive and efficient experience for patients, families, and the clinical team by preparing testing rooms, materials, and supplies; supporting scheduling and family communication; assisting with testing documentation and reports; and partnering with the Clinic Aid and clinical team to keep daily clinic operations running smoothly.

Key Responsibilities

Clinic and Testing Support

• Prepare clinic and testing rooms prior to patient appointments.
• Assemble testing packets and ensure required materials are available for scheduled patients.
• Coordinate the cleaning and sanitizing of testing materials and equipment, including transporting materials to the sanitizing area/machine.
• Reassemble testing kits after sanitization and ensure kits are complete and ready for future use.
• Clean and reset rooms between patients according to established clinic procedures.
• Post daily clinic room assignments and assist with room coordination throughout the day.
• Collaborate closely with the Clinic Aid and other team members to support daily clinic needs.

Patient and Family Support

• Send testing links and other requested information to families through MyChart.
• Send completed reports and other approved materials to families as directed.
• Assist with telephone and MyChart messages, routing clinical questions to the appropriate team member.
• Provide courteous and timely assistance to patients and families.

Scheduling and Administrative Support

• Schedule patient appointments and assist with appointment coordination.
• Prepare completed testing materials and documentation for submission to Medical Records.
• Support routine administrative needs that help maintain efficient clinic operations.
• Assist the clinical team with changing priorities and general clinic needs throughout the day.

Inventory and Organization

• Monitor testing materials, office supplies, and other clinic inventory.
• Maintain organized testing kits, supplies, and work areas.
• Identify supplies that need to be reordered or replenished and communicate needs in a timely manner.
• Help ensure necessary supplies and materials are available for upcoming clinics.

Qualifications

• Previous experience in healthcare, customer service, administrative support, education, hospitality, retail, or another service-oriented setting preferred. Experience demonstrating strong organization, attention to detail, communication, and the ability to manage multiple priorities is highly valued.

• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and adjust priorities in a busy clinical environment.
• Strong communication and customer-service skills when working with patients, families, and team members.
• Comfortable using computers and electronic communication systems; experience with electronic health records and patient portals such as MyChart is preferred.
• Ability to work collaboratively while also completing assigned responsibilities independently.
• Commitment to maintaining patient confidentiality and following established safety, cleaning, and infection-prevention procedures.

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: