Appointment Specialist I / Specialty Ambulatory Scheduling

Children's Hospital & Medical Center - Omaha; Omaha (NE); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Children's Hospital & Medical Center - Omaha is seeking an Appointment Specialist I to coordinate ambulatory scheduling for pediatric services. You will be the first contact for patients and families, guiding them through enrollment in digital platforms and ensuring accurate appointment details.

In this fast-paced role, you will manage high volumes of calls, document interactions in the EHR, and uphold HIPAA standards while delivering compassionate, patient-centered service across departments.

Qualifications

• High School Diploma or equivalent.
• Experience in customer service; scheduling or call center preferred.
• Excellent written and verbal communication.

Responsibilities

• Schedule appointments across hospital services and departments.
• Confirm appointment details with patients and ensure clinical availability.
• Document interactions and scheduling data in the EHR accurately.
• Educate patients on preparation and hospital policies for appointments.
• Guide patients through enrollment in Children's digital platforms.
• Provide clear instructions on app navigation and troubleshooting.

Skills

Strong communication

Organizational skills

Customer service

Interpersonal skills

Problem-solving

Education

High School Diploma

Job description

Appointment Specialist I / Specialty Ambulatory Scheduling

Omaha, NE, United States

Job Description

At Children's, the region’s only full-service pediatric healthcare center, our people make us the very best for kids. Come cultivate your passion, purpose and professional development in an environment of excellence and inclusion, where team members are supported and deeply valued. Opportunities for career growth abound as we grow our services and spaces, including the cutting-edge Hubbard Center for Children. Join our highly engaged, caring team—and join us in providing brighter, healthier tomorrows for the children we serve. Children's is committed to diversity and inclusion. We are an equal opportunity employer including veterans and people with disabilities.

A Brief Overview

The Appointment Specialist is the first step for our patients and families to access care, either through telephonic or digital connections. These patient scheduling requests should build defining moments, demonstrating our relentless focus on communication with families and respecting their needs. The Appointment Specialist will support enrolling patients in Children's Connect, demonstrating our ability to coordinate care in partnership with our patients and families. They also will be the conduit to share personal needs from patients and families so the care team can accommodate the family during their visit. The Appointment Specialist is empowered to make the patient and family's experience extraordinary.

Essential Functions

• Schedule appointments across hospital services and departments using provided hardware
• Confirm appointment details with patients, ensuring scheduling alignment with clinical availability.
• Complete appropriate documentation in a thorough and accurate manner
• Educate patients on preparation requirements for specific appointments and provide relevant hospital policies, such as cancellation or rescheduling processes.
• Management of various additional scheduling tasks such as In Basket Messages, WQ's, and Reschedule Requests.
• Ensure notes are provided in the electronic record for personalized information if shared during the scheduling event (for example, favorite color, size of wheelchair, or fear of needles).
• Guide patients through the enrollment process for all Children's Nebraska digital platforms for communication and wayfinding.
• Provide clear and user-friendly instructions to assist with initial setup, available features, troubleshooting, and app navigation.
• Commit to creatively and proactively share with leadership ways to simplify the scheduling process, activating digital tools, or other insight as learned through experience.
• Customer Service
  • Adhere to Children's Nebraska customer service standards.
  • Ensure a positive and professional demeanor during all patient interactions, resolving scheduling inquiries promptly and courteously.
  • Respond to patient questions regarding available appointment times, provider availability, and service locations, and facilitate follow-up as needed.
• Compliance and Adherence
  • Accurately document all patient interactions, scheduling details, and app enrollment data in the hospital’s electronic health record (EHR) system.
  • Maintain confidentiality and comply with HIPAA and hospital policies during data entry and patient communication.
  • Ensure compliance and adherence to the Scheduling Guidelines including utilization of templates, decisions trees, and phone systems metrics.
• Quality Assurance and Continuous Improvement
  • 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.

Education Qualifications

• High School Diploma High school diploma or equivalent Preferred

Experience Qualifications

• Experience in customer service; scheduling or call center Preferred

Skills and Abilities

• Strong communication, organizational,
• Be proactive and creative in creating personalized connections to patients and their families.
• Excellent customer service and interpersonal skills, with a patient-centered approach
• A desire to care greatly for children.
• Ability to manage a high volume of calls and multi-task in a fast-paced environment.
• Technical aptitude for assisting patients with digital platforms and troubleshooting. and problem-solving skills, with attention to detail.

Children's is the very best for kids and the very best for your career! At Children's, we put YOU first so together, we can improve the life of every child!

About Us

At Children's Nebraska, our mission is to improve the life of every child through exceptional care, advocacy, research and education. As the state’s only full-service pediatric healthcare center, we provide comprehensive, holistic care to our patients and families—from primary and specialty care to behavioral health services and everything in between. Dedicated to a People First culture, we foster an environment with joy, belonging, wellbeing, learning and growth. Turn your passion into purpose and make a difference where it matters most.

About the Team

If Children's is like a giant wheel, Central Scheduling is like the hub, connecting all the spokes and keeping information organized. If you love keeping track of details and you take pride in your organizational skills, Central Scheduling might be a good fit for you.

Job Info

• Job Identification 24827
• Job Category Administrative/Clerical
• Job Schedule Full time
• Locations 8404 Indian Hills Drive, Omaha, NE, 68114, US