Care Team Assistant - Multidisciplinary and Collaborative Care Clinics

cwi; Milwaukee (WI); On-site; USD 32,000 - 45,000; Full time

Job summary

Children's Wisconsin in Milwaukee is hiring an Ambulatory Care Team Assistant to provide clerical and clinical support for assigned clinics, including scheduling appointments, managing calls, and assisting with the clinic environment. The role emphasizes customer service, confidentiality, and teamwork.

Candidates with data entry accuracy, Microsoft Office skills, and healthcare experience are encouraged to apply. Schedule is 8am-4:30pm, Monday–Friday.

Qualifications

• Proficient data entry with accuracy and speed.
• Excellent interpersonal communication and customer service.
• Ability to use Microsoft Office and health information systems.
• Experience in a healthcare setting preferred.

Responsibilities

• Assist clinic team by preparing paperwork and ensuring necessary data and radiographs are ready for appointments.
• Provide courteous phone and in-person support, protecting patient privacy.
• Support scheduling, patient flow, and wait times to maintain clinic operations.
• Monitor schedules, no-shows, cancellations, and triage patient calls with Central Scheduling.
• Assist with rooming and follow-up appointments as needed.
• Document information accurately during calls and in the patient record.

Skills

Data entry

Customer service

Microsoft Office

Communication

Organization

Education

High School diploma or GED

Bachelor's degree preferred

Associate's degree preferred

Tools

Microsoft Office Suite

Electronic health records systems

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.

Please follow this link for a closer look at what it's like to work at Children's Wisconsin: https://www.instagram.com/lifeatcw/

Schedule

8am-430pm 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 not discriminate against any