Care Team Assistant

cwi; Milwaukee (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Children's Wisconsin Ambulatory Care Team Assistant provides clerical and clinical support for assigned clinics, including scheduling patient appointments and tests, managing phone calls, and assisting with daily clinic operations.

Responsibilities include preparing for visits, maintaining patient privacy, coordinating with providers and staff, and using electronic systems to support scheduling and patient flow within a fast-paced healthcare setting in Milwaukee.

Qualifications

• High school diploma or GED/HSED required; bachelor or associate degree preferred.
• 1+ years related experience; healthcare experience preferred.
• Proficient data entry with accuracy and speed; strong Microsoft Office skills.
• Excellent interpersonal communication and ability to maintain confidentiality.

Responsibilities

• Assists clinical team by preparing for clinic, including paperwork and tests.
• Schedules patient appointments and diagnostic testing using scheduling systems.
• Manages phone calls, in-basket messages, and patient communications.
• Maintains clinic environment and supports workflow for team huddles and operations.
• Monitors patient flow, wait times, and communicates with providers to optimize operations.
• Uses electronic systems to support patient care and clinic scheduling.
• May assist with rooming and scheduling follow-up appointments and tests.
• Performs clerical duties such as mail, copying, faxing, and printing.

Skills

Communication skills

Organizational skills

Data entry

Customer service

Education

High School Diploma or GED/HSED

Bachelor's Degree preferred

Associate's Degree preferred

Tools

MS Office

Electronic Health Records (EHR)

Job description

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.

Schedule:

Full Time - 7:15/7:30AM - 4/4:30PM M-F

Job Summary

The Ambulatory Care Team Assistant provides clerical and clinical support for the operations for assigned clinics, including scheduling patient appointments and tests, managing phone calls and in baskets, assisting in maintaining the clinic environment and facilitating communication to support clinic workflows and operations.

Essential Functions

• Assists the clinical team to prepare for clinic by completing paperwork including questionnaires, assuring all necessary information, radiographs, and diagnostic studies are available for the clinic appointment, assists with workflow technology, and participates in the daily team huddles.
• Communicates with patients and families using excellent customer service and defined service standards while, ensuring confidentiality and privacy.
• Fosters an environment conducive to positive patient/family interactions and assures that service standards are met or exceeded. Provides service recovery when appropriate.
• Assists with clinic flow, monitoring patient location and wait time. Communicates with and supports providers and staff to maintain optimal clinic operations.
• Keeps leadership informed of unusual patient or employee situations, patient safety events, and operational problems within the clinical area.
• 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. Assists the clinic team and leaders to monitor the daily schedule which includes, but is not limited to, management of daily appointments, no-shows, cancelled appointments, bump list appointments, and managing the wait list.
• Manages scheduling related calls from Central Scheduling. Interacts effectively with all departments regarding the scheduling and triaging of appointments and patient related calls.
• May provide assistance to the rooming and clinical staff to schedule follow up appointments and tests.
• Assists the clinical team with telephone calls and documents information appropriately.

Legacy Essential Functions

• Maintains a clean, orderly and safe work environment.
• Assists leadership and clinical team to monitor and manage operational supplies and equipment.
• Contacts appropriate departments and facilitates resource needs for the clinics including ordering supplies and facilitating maintenance of clinical and office equipment.
• Performs clerical duties such as mail, copying, faxing, and printing to support the clinical staff.
• Assists with obtaining an insurance prior authorizations and related processes for care and services.

Education:

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required
• Bachelor's Degree preferred or
• Associate's Degree preferred

Experience:

• 1+ years related experience required
• Healthcare experience preferred

Knowledge, Skills and Abilities

• Proficient data entry skills with accuracy and speed
• Ability to utilize Microsoft Office, Internet/Intranet, clinical and other information systems and technology
• Excellent interpersonal communication skills necessary to gather and share information with providers, 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.

Required for All Jobs:

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that may be requested in the performance of this job.
• Employment is at-will. This document does not create an employment contract, implied or otherwise.

Children's Wisconsin is an equal opportunity / affirmative action employer. We are committed to creating a diverse and inclusive environment for all employees. We treat everyone with dignity, respect, and fairness. We do no