Oral Health Coordinator

Children's Wisconsin•Milwaukee, WI

About The Position

At Children’s Wisconsin, we believe kids deserve the best. Children’s Wisconsin is a nationally recognized health system dedicated solely to the health and well-being of children. We provide primary care, specialty care, urgent care, emergency care, community health services, foster and adoption services, child and family counseling, child advocacy services and family resource centers. Our reputation draws patients and families from around the country. 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/ Coordinates and optimizes scheduling processes, patient access, and pre- and post- care activities for care across the Oral Health Service line. Specific focus is on care coordination of children enrolled in C4K requiring dental services, those established and very young patients presenting to the emergency room with preventable dental issues and children enrolled in Medical Dental Integration. Supports the orthodontic coordinator in scheduling functions, template development and some prior authorization. Performs all of the functions of the dental clinic secretary role. Acts as a point of contact for patients’ families, providers, and other community resources regarding department functions and scheduling. Responds to incoming clinic calls, text messages, and faxes to ensure clear and timely communication. Understands the roles of clinicians in the clinic to ensure accurate communication with families. Facilitates care coordination activities and assists in scheduling care coordination, including: calls with schools, providers, insurance companies based on clinicians’ schedule to promote efficiency in this communication occurring. Completes complex scheduling or partners with others to facilitate scheduling appointments with multiple providers on the same day, with the oral surgeon, for children requiring general anesthesia or orthodontics. Monitors clinic schedules and collaborates with department leaders to identify solutions when discrepancies or staffing shortages are identified. Provides input into staffing plans based on scheduling expertise. Facilitates maximal patient access to care and achievement of slot utilization goals. Ensures that necessary supporting documentation is secured prior to appointments and that documentation for follow-up care is in place. Supports Financial Clearance as needed in securing information for insurance authorization. Proficient in use of the electronic medical record to support clinic operations and patient care. Ensures upkeep of provider schedules across service areas; builds, modifies and processes schedule changes and follow up as required as directed by leader. Tracks, maintains and analyzes data on various QI projects and strategy tactics across the Service; reports findings to leadership team at scheduled intervals and whenever a concern is noted. Provides administrative support: participates in continuing education/in-service committees and provides logistical support, supports new employee department orientation planning, providing insight into scheduling processes.

Requirements

High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) Required
1+ years clinic scheduling experience required in order to understand department procedures and interdepartmental function
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.

Nice To Haves

Ability to type at a minimum of 5500 KSPH preferred to complete forms, letters, telephone documents, and data entry.

Responsibilities

Coordinates and optimizes scheduling processes, patient access, and pre- and post- care activities for care across the Oral Health Service line.
Specific focus is on care coordination of children enrolled in C4K requiring dental services, those established and very young patients presenting to the emergency room with preventable dental issues and children enrolled in Medical Dental Integration.
Supports the orthodontic coordinator in scheduling functions, template development and some prior authorization.
Performs all of the functions of the dental clinic secretary role.
Acts as a point of contact for patients’ families, providers, and other community resources regarding department functions and scheduling.
Responds to incoming clinic calls, text messages, and faxes to ensure clear and timely communication.
Understands the roles of clinicians in the clinic to ensure accurate communication with families.
Facilitates care coordination activities and assists in scheduling care coordination, including: calls with schools, providers, insurance companies based on clinicians’ schedule to promote efficiency in this communication occurring.
Completes complex scheduling or partners with others to facilitate scheduling appointments with multiple providers on the same day, with the oral surgeon, for children requiring general anesthesia or orthodontics.
Monitors clinic schedules and collaborates with department leaders to identify solutions when discrepancies or staffing shortages are identified.
Provides input into staffing plans based on scheduling expertise.
Facilitates maximal patient access to care and achievement of slot utilization goals.
Ensures that necessary supporting documentation is secured prior to appointments and that documentation for follow-up care is in place.
Supports Financial Clearance as needed in securing information for insurance authorization.
Proficient in use of the electronic medical record to support clinic operations and patient care.
Ensures upkeep of provider schedules across service areas; builds, modifies and processes schedule changes and follow up as required as directed by leader.
Tracks, maintains and analyzes data on various QI projects and strategy tactics across the Service; reports findings to leadership team at scheduled intervals and whenever a concern is noted.
Provides administrative support: participates in continuing education/in-service committees and provides logistical support, supports new employee department orientation planning, providing insight into scheduling processes.