Care Team Assistant - Multidisciplinary and Collaborative Care Clinics

Children's Wisconsin•Milwaukee, WI

About The Position

The Ambulatory Care Team Assistant provides clerical and clinical support for assigned clinics. The role supports clinic operations by scheduling patient appointments and tests, managing phone calls and in-baskets, helping maintain the clinic environment, and facilitating communication and workflows. The position works with patients, families, providers, and staff to support effective clinic operations while protecting confidentiality and privacy. The assistant helps prepare the clinical team for appointments, supports clinic flow, uses electronic clinical information and scheduling systems, and assists with telephone calls and follow-up scheduling. The role also includes clerical work, maintaining a safe and orderly work environment, monitoring operational supplies and equipment, facilitating resource needs, and assisting with insurance prior authorizations. The stated schedule is 8:00 a.m.–4:30 p.m., Monday through Friday.

Requirements

High school graduate, GED, or HSED required.
At least 1 year of related experience required.
Proficient data-entry skills with accuracy and speed.
Ability to use Microsoft Office, Internet/Intranet, clinical and other information systems, and technology.
Excellent interpersonal communication skills to gather and share information with providers, patients, visitors, families, and team members courteously and confidentially.
Excellent organizational, analytical, and prioritizing skills to work in a fast-paced environment while handling multiple tasks simultaneously.

Nice To Haves

Bachelor’s degree preferred.
Associate’s degree preferred.
Healthcare experience preferred.

Responsibilities

Prepare for clinic by completing paperwork and ensuring required information, radiographs, and diagnostic studies are available for appointments.
Assist with workflow technology and participate in daily team huddles.
Communicate with patients and families using excellent customer service while maintaining confidentiality and privacy.
Promote positive patient and family interactions, meet or exceed service standards, and provide service recovery when appropriate.
Support clinic flow by monitoring patient location and wait times and communicating with providers and staff to maintain clinic operations.
Inform leadership of unusual patient or employee situations, patient safety events, and operational problems.
Use electronic clinical information systems to support clinic operations and patient care.
Schedule patient appointments and diagnostic testing using the computerized scheduling system.
Help monitor and manage daily schedules, including appointments, no-shows, cancellations, bump-list appointments, and wait lists.
Manage scheduling-related calls from Central Scheduling and coordinate with departments on scheduling, appointment triage, and patient-related calls.
Assist rooming and clinical staff with scheduling follow-up appointments and tests, as needed.
Assist the clinical team with telephone calls and document information appropriately.
Maintain a clean, orderly, and safe work environment.
Help leadership and the clinical team monitor and manage operational supplies and equipment.
Contact appropriate departments and facilitate clinic resource needs, including ordering supplies and arranging maintenance of clinical and office equipment.
Perform clerical duties, including mail, copying, faxing, and printing, to support clinical staff.
Assist with insurance prior authorizations and related processes for care and services.