Pediatric Specialty Scheduler, Pediatric Neurodiagnostic & Special Procedures

UChicago Medicine•Chicago, IL

13h•$23 - $27•Onsite

About The Position

Be part of a world-class academic healthcare system at UChicago Medicine as a Pediatric Specialty Scheduler at Comer Children’s Hospital. In this role, you will coordinate patient scheduling for pediatric neurodiagnostic services and the Pediatric Special Procedures Area (SPA). In this dynamic position, you will support inpatient and outpatient EEG services, Epilepsy Monitoring Unit (EMU) admissions, pre-surgical epilepsy evaluations, and specialty procedural scheduling. The scheduler ensures accurate appointment placement based on clinical urgency, provider directives, equipment and bed availability, and procedural requirements. This position serves as a central liaison between families, providers, and interdisciplinary teams to promote timely access to care, operational efficiency, and a positive patient experience.

Requirements

High school diploma or equivalent required.
Experience in healthcare scheduling, patient access, or medical office coordination.
Experience with pediatric neurology, neurodiagnostics, or procedural scheduling.
Familiarity with EMU workflows and procedural coordination.
Proficiency with EMR/EHR and scheduling systems.
Strong organizational and multitasking skills.
Excellent communication and customer service skills.
Ability to interpret complex scheduling protocols.
High attention to detail and accuracy.

Nice To Haves

Associate or bachelor’s degree in healthcare administration or related field preferred.

Responsibilities

Schedule outpatient EEG, ambulatory EEG, continuous EEG (cEEG), long-term monitoring (LTM), and EMU admissions.
Coordinate pre-surgical epilepsy evaluation workflows and diagnostic sequencing.
Prioritize scheduling based on clinical urgency, surgical timelines, and provider directives.
Coordinate inpatient and outpatient diagnostic services to support continuity of care.
Coordinate EMU admissions in collaboration with neurology providers, EMU nursing leadership, and EEG technologists.
Manage EMU waitlists and prioritize admissions based on clinical urgency and surgical planning needs.
Monitor EMU bed capacity and adjust scheduling accordingly.
Balance neurodiagnostic volume across sites to optimize access and staffing.
Maintain awareness of site capabilities, hours, and workflow differences.
Adjust schedules for urgent add-ons, cancellations, inpatient discharges, staffing shortages, or equipment downtime.
Collaborate with neurologists, epileptologists, EEG technologists, and nursing leadership.
Escalate scheduling conflicts that may impact patient safety or surgical timelines.
Schedule SPA procedures in accordance with provider orders and procedural protocols.
Ensure appropriate procedure type, duration, and resource allocation.
Coordinate scheduling with specialty procedural teams as required.
Verify required pre-procedure documentation, orders, and readiness.
Provide families with preparation instructions, arrival requirements, arrival times, and location details.
Coordinate interpreter services and family support resources when needed.
Monitor SPA schedule utilization to optimize procedural flow and reduce delays.
Support waitlist management and access improvement strategies.
Communicate schedule changes, delays, or capacity limitations to clinical teams.
Ensure adherence to procedural preparation guidelines and institutional policies.
Escalate readiness concerns or barriers that may impact patient safety.
Review referrals and orders for completeness and accuracy.
Verify demographics and ensure accurate documentation in the EHR.
Confirm authorization status and required documentation prior to scheduling.
Provide clear appointment instructions and preparation requirements.
Deliver compassionate, family-centered communication.
Support reminder workflows to reduce no-shows.
Monitor schedules to reduce gaps and improve patient access.
Support urgent scheduling needs and overbook coordination.
Identify access barriers and escalate concerns to leadership.
Maintain HIPAA compliance and patient confidentiality.
Follow institutional policies and site-specific regulatory requirements.