Clinic Coordinator - Neuro Clinic

Children's Hospital and Health System•Milwaukee, WI

About The Position

The Clinic Coordinator coordinates and optimizes scheduling, patient access, and pre- and post-care activities for outpatient, inpatient, and multidisciplinary clinics. The role serves as a point person for clinic scheduling and a liaison to Central Scheduling, while communicating with patients’ families, providers, and community resources. The coordinator supports care coordination, complex appointment scheduling, clinic schedule and provider schedule upkeep, documentation and insurance authorization needs, and use of the electronic medical record to support clinic operations and patient care. The position also provides administrative and operational support, including grant documentation, supply ordering, continuing education and orientation logistics, and clinic-flow activities such as rooming patients, room turns, checkout scheduling, and stocking supplies. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m.

Requirements

High school education or equivalent.
At least one year of clinic scheduling experience to understand department procedures and interdepartmental functions.
Interpersonal skills 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 to work in a fast-paced environment while handling multiple tasks simultaneously.

Nice To Haves

Typing speed of at least 5,500 KSPH is preferred.

Responsibilities

Serve as the point person for clinic scheduling processes and liaison to Central Scheduling to ensure consistent scheduling practices.
Communicate with patients’ families, providers, and community resources about department functions and scheduling; respond to clinic calls, text messages, and faxes.
Facilitate care coordination, including scheduling communications with schools, providers, and insurance companies based on clinician schedules.
Complete complex scheduling, including multidisciplinary clinics and appointments with multiple providers on the same day.
Monitor clinic schedules and collaborate with department leaders on discrepancies or staffing shortages; provide input into staffing plans and support patient access and slot utilization goals.
Secure supporting documentation before appointments and ensure documentation for follow-up care is in place; assist Financial Clearance with information needed for insurance authorization.
Use the electronic medical record and clinical information systems to support clinic operations and patient care.
Maintain provider schedules across service areas, build and modify schedules, and process schedule changes and follow-up as directed by the leader.
Track and maintain grant documentation as needed to support grant-funded supply orders.
Provide administrative support for continuing education and in-service committees, new employee department orientation planning, and scheduling-process guidance.
Assist with specialized and routine supply ordering.
Support clinic operations and patient care through tasks such as room turns, in-room checkout and scheduling, and stocking supplies.
Greet patients and families, maintain confidentiality and privacy, and room patients as needed to support clinic flow.