Clinic Secretary Assistant

Children's Hospital and Health System•Milwaukee, WI

4d•Onsite

About The Position

At Children’s Wisconsin, we believe kids deserve the best. Our pediatricians and primary care offices offer parents a level of care that cannot be obtained at other places: Affiliation with the #4 children's hospital in the country (according to Parents magazine) Board-certified pediatricians (l earn what it means to be 'board-certified' ) Many locations spread throughout southeast Wisconsin Commitment to population health and an increased role for pediatricians in the care of children Doctors who are very active in their local communities Access to many health and wellness programs designed to keep kids safe and healthy 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/ 5 shifts per pay period 11:30am-8pm Schedule during the week Every 3rd weekend required: 11:30am-8pm This CSA role supports the Milwaukee Mental Health Walk-In Clinic and Connections Clinic, which is located on the main campus of Children’s Wisconsin in Wauwatosa. The Mental Health Walk-In Clinic is a pediatric urgent care that sees kids and adolescents experiencing a mental health crisis. The Connections Clinic is an outpatient mental health therapy clinic. They are located in the same suite. This is a non-exempt role, meaning that you punch in and out for shift & are expected to take a 30 minute uninterrupted lunch If you don’t make it to your hours for the pay period, paid personal leave (PPL) is automatically utilized to make up for the difference This role requires that you work a rotating weekend shift (every 3rd weekend) It is expected that you provide quality patient care within scope and training and demonstrate our front desk service standards in all interactions. The primary responsibilities of this role include but are not limited to: Welcoming patients into the clinic, registering them in Epic for their encounter, checking patients in and out, entering and verifying insurance, answering phone calls, working closely with the clinical team, keeping up with email communication, and monitoring the waiting room. Additionally, it is expected that you respond to urgent requests for staffing within 4 hours or less and attend staff meetings that are scheduled every 6 weeks (Wednesday evenings- in person) The staffing calendar comes out 3 months at a time. For example, July, August, and September will be completed in May Clearly articulate scope of clinic services to families and providers that call the clinic Demonstrate flexibility & creativity in regard to patient care, especially while patient’s are waiting Follow established workflows that have been developed for the clinic and contribute suggestions and recommendations for workflow enhancements Assists with onboarding new CSAs– shadowing sessions, documentation/registration, & workflow education/reminders Check code cart at the start of each shift Follow policies-dress code, attendance, HIPAA Compliance, Personal Boundaries, PPL, etc Complete requirements to maintain licensure, if applicable Job Summary Responsible for maintaining smooth and efficient flow of patients in clinic, performing functions delegated by nursing and physician staff and maintaining and promoting a safe, clean and organized environment for the delivery of care. Also provides clerical support for the assigned clinic. Essential Functions - Understands and satisfies the needs of the neonatal, infant, toddler, pre-school, school-age, adolescent and/or adult patient in regards to their growth and development process. - Patient Care Prepares exam rooms and directs patients/families to exam rooms. Obtains and documents patient height, weight and vital signs. Assists with the collection and documentation of patient information such as health screenings, allergies, and home medications. Reports any observations or concerns to the nurse or physician. Assists with procedures and patient care as directed by the nurse or physician. Collects and labels specimens and ensures delivery to the appropriate department. Transports stable patients to designated areas and assists the nurse in the transport of unstable patients. Performs point of care testing according to established policies, if applicable. (If required to perform EKG testing, internal training must be successfully completed in the first 90 days of employment) Obtains and transports medications and hand delivers to the designated nurse or prescriber per the Medication-Administration policy. Responds to emergency Code 7 situations and awaits further direction. - Clinic Operations Maintains clinic flow, monitoring patient location and wait time. Maintains a clean, organized and safe environment within the clinic area. Assures that hallways are free of equipment and supplies. Supplies are stored in compliance with the Joint Commission standards. Assures that the quantity of supplies is adequate and appropriate for the clinic needs. Assures compliance of monitoring expiration dates, code cart readiness and refrigerator temperature monitoring. Assures that equipment needed for patient care is available at all times. Addresses any deficiencies or unsafe equipment with the appropriate department. Cleans equipment after use and returns it to appropriate department. Communicates with physicians and staff to maintain optimal clinic operations. - Clerical Support Prepares for clinic by completing paperwork procedures, assuring all necessary information, radiographs, and diagnostic studies are available for the clinic appointment. Greets patient and family in a welcoming manner, ensuring confidentiality and privacy. Updates demographic data on face sheets, verifies insurance/scans insurance cards, and collects insurance co-pays. Utilizes the electronic clinical information systems to support clinic operations and patient care. Schedules patient appointments and diagnostic testing through the use of the computerized scheduling system and its components. Monitors the daily schedule which includes, but is not limited to, management of daily appointments, no-shows, cancelled appointments, bump list appointments, and appointments on the wait list. Interacts effectively with all departments regarding scheduling and triaging of appointment calls. Manages telephone calls and documents information appropriately. Enters patient charges, orders and diagnoses into the computer within the established time standards. Advises parent/patients of the necessity of obtaining an insurance referral prior to the clinic appointment and manages appointments for patients without referrals.

Requirements

High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required
Currently registered with the State of Wisconsin Registry for Nursing Assistants to be eligible for employment in the basic provider settings, or certified as one of the following: Clinical Certified Medical Assistant, Certified Medical Assistant or Registered Medical Assistant. Registry/certifications not required to be renewed after hire.
Proficient data entry skills with accuracy and speed 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.
BLS-Basic Life Support Healthcare Provider - American Heart Association/American Red Cross/National Safety Council required

Nice To Haves

Previous experience in a pediatric healthcare environment preferred

Responsibilities

Welcoming patients into the clinic, registering them in Epic for their encounter, checking patients in and out, entering and verifying insurance, answering phone calls, working closely with the clinical team, keeping up with email communication, and monitoring the waiting room.
Respond to urgent requests for staffing within 4 hours or less
Attend staff meetings that are scheduled every 6 weeks (Wednesday evenings- in person)
Clearly articulate scope of clinic services to families and providers that call the clinic
Demonstrate flexibility & creativity in regard to patient care, especially while patient’s are waiting
Follow established workflows that have been developed for the clinic and contribute suggestions and recommendations for workflow enhancements
Assists with onboarding new CSAs– shadowing sessions, documentation/registration, & workflow education/reminders
Check code cart at the start of each shift
Follow policies-dress code, attendance, HIPAA Compliance, Personal Boundaries, PPL, etc
Complete requirements to maintain licensure, if applicable
Prepares exam rooms and directs patients/families to exam rooms.
Obtains and documents patient height, weight and vital signs.
Assists with the collection and documentation of patient information such as health screenings, allergies, and home medications. Reports any observations or concerns to the nurse or physician.
Assists with procedures and patient care as directed by the nurse or physician.
Collects and labels specimens and ensures delivery to the appropriate department.
Transports stable patients to designated areas and assists the nurse in the transport of unstable patients.
Performs point of care testing according to established policies, if applicable. (If required to perform EKG testing, internal training must be successfully completed in the first 90 days of employment)
Obtains and transports medications and hand delivers to the designated nurse or prescriber per the Medication-Administration policy.
Responds to emergency Code 7 situations and awaits further direction.
Maintains clinic flow, monitoring patient location and wait time.
Maintains a clean, organized and safe environment within the clinic area. Assures that hallways are free of equipment and supplies. Supplies are stored in compliance with the Joint Commission standards.
Assures that the quantity of supplies is adequate and appropriate for the clinic needs.
Assures compliance of monitoring expiration dates, code cart readiness and refrigerator temperature monitoring.
Assures that equipment needed for patient care is available at all times. Addresses any deficiencies or unsafe equipment with the appropriate department. Cleans equipment after use and returns it to appropriate department.
Communicates with physicians and staff to maintain optimal clinic operations.
Prepares for clinic by completing paperwork procedures, assuring all necessary information, radiographs, and diagnostic studies are available for the clinic appointment.
Greets patient and family in a welcoming manner, ensuring confidentiality and privacy.
Updates demographic data on face sheets, verifies insurance/scans insurance cards, and collects insurance co-pays.
Utilizes the electronic clinical information systems to support clinic operations and patient care.
Schedules patient appointments and diagnostic testing through the use of the computerized scheduling system and its components. Monitors the daily schedule which includes, but is not limited to, management of daily appointments, no-shows, cancelled appointments, bump list appointments, and appointments on the wait list.
Interacts effectively with all departments regarding scheduling and triaging of appointment calls.
Manages telephone calls and documents information appropriately.
Enters patient charges, orders and diagnoses into the computer within the established time standards.
Advises parent/patients of the necessity of obtaining an insurance referral prior to the clinic appointment and manages appointments for patients without referrals.