Clinic Coordinator - Neuro Clinic

Children's Wisconsin•Milwaukee, WI

About The Position

The Clinic Coordinator coordinates and optimizes scheduling processes, patient access, and pre- and post-care activities for outpatient, inpatient, and multidisciplinary clinics. The role serves as a liaison for clinic scheduling and a point of contact for patients’ families, providers, and community resources, supporting clear and timely communication and efficient care coordination. The coordinator manages complex scheduling, monitors provider and clinic schedules, supports patient access and slot utilization, and works with department leaders to address scheduling discrepancies and staffing shortages. The role also ensures required documentation is available before appointments and supports follow-up documentation and insurance authorization information. Additional work includes administrative support, supply ordering, and assisting with clinic operations and patient flow as needed. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m.

Requirements

High school education or equivalent.
At least 1 year of clinic scheduling experience, required 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

Ability to type at a minimum of 5,500 KSPH is preferred.

Responsibilities

Serve as the point person for clinic scheduling processes and liaise with Central Scheduling to ensure consistent practices.
Act as a contact for patients’ families, providers, and community resources regarding department functions and scheduling; respond to clinic calls, text messages, and faxes.
Facilitate care coordination and schedule communications with schools, providers, and insurance companies based on clinicians’ schedules.
Complete complex scheduling, including multidisciplinary clinics and appointments with multiple providers on the same day.
Monitor clinic schedules and collaborate with department leaders to address discrepancies and staffing shortages; provide input into staffing plans and support patient access and slot utilization goals.
Secure supporting documentation before appointments, such as IEPs, outside records, and physician orders, and ensure follow-up care documentation is in place.
Support Financial Clearance as needed by securing information for insurance authorization.
Use the electronic medical record and other electronic clinical information systems to support clinic operations and patient care.
Maintain provider schedules across service areas and build, modify, and process schedule changes and follow-up as directed by a leader.
Track and maintain grant documentation as needed to support ordering supplies relevant to grant funding.
Participate in continuing education and in-service committees and provide logistical support; support new employee department orientation planning with insight into scheduling processes.
Assist the Manager with specialized, special-order, and routine supply ordering.
Assist with clinic operations as needed, including room turns, in-room checkout and scheduling, and stocking supplies.
Greet patients and families, protect confidentiality and privacy, and room patients as needed to support clinic flow.