Clinical Appointment Specialist / Ambulatory Scheduling

Children's Nebraska•Omaha, NE

8d•Onsite

About The Position

The Clinical Appointment Specialist is responsible for facilitating high-quality patient care by coordinating the scheduling of radiologic procedures in collaboration with the Radiology and Surgical Services departments. This role ensures the accurate, timely, and clinically appropriate scheduling of patients by providing knowledgeable support and maintaining effective communication with referring physicians and departments. The coordinator is also accountable for accurately transcribing physician orders and verifying that scheduled services align with clinical requirements. Serving as the initial point of contact for patients and families, the coordinator plays a critical role in ensuring seamless access to care through both telephonic and digital communication channels. The position is instrumental in enrolling patients in Children's Connect and in sharing patient and family needs with the care team to support individualized and coordinated care. This role is empowered to enhance the overall patient and family experience by demonstrating a commitment to service excellence, attention to detail, and respectful, compassionate communication at every stage of the scheduling process.

Requirements

Associate's Degree from an accredited college or university in Radiologic Technology and/or Sonography Required
Bachelor's Degree from an accredited college or university in Radiologic Technology and/or Sonography Required
Minimum of 5 years of clinical experience Required
(R) ARDMS or ARRT - Radiographer Required
(S) - ARDMS or ARRT - Sonography Required
BLS - Basic Life Support Required

Nice To Haves

EPIC experience Preferred

Responsibilities

Schedule radiology exams across hospital services using provided systems, ensuring operational efficiency and excellent customer service.
Confirm appointment details with patients, aligning with clinical availability.
Accurately document all scheduling activities.
Provide clear exam preparation instructions to patients and provider offices.
Address pre-service questions and concerns from families.
Coordinate with providers, office staff, anesthesia teams, nursing leadership, and access staff.
Adhere to departmental scheduling protocols.
Arrange sedation/general anesthesia appointments with Radiology Nursing and Surgical Services.
Coordinate multi-departmental imaging exams for seamless patient experiences.
Manage urgent same-day imaging requests.
Serve as the primary liaison for provider offices on imaging orders and scheduling.
Handle additional tasks like In Basket messages, work queues, reschedule requests, and orders (electronic, faxed, written).
Document personalized patient information (e.g., mobility needs, anxieties) in the EHR.
Assist patients with enrollment in Children’s Nebraska digital communication and wayfinding platforms.
Offer user-friendly guidance on setup, features, troubleshooting, and navigation.
Proactively suggest improvements to workflows and digital tools.
Maintain Children’s Nebraska customer service standards and a professional demeanor.
Resolve scheduling inquiries promptly and courteously.
Provide information on appointment times, provider availability, and locations; facilitate follow-up when needed.
Document all interactions, scheduling details, and enrollment activities in the EHR.
Maintain confidentiality and comply with HIPAA and hospital policies.
Follow scheduling guidelines, templates, decision trees, and phone metrics.
Identify opportunities to improve scheduling workflows and contribute to discussions on enhancing the patient scheduling experience.
Report issues or trends in patient calls, such as recurring technical issues, to Scheduling Leadership for potential process improvements.