Care Team Assistant - Multidisciplinary and Collaborative Care Clinics

CHS Children's Hospital and Health System, Inc.; United States; On-site; USD 32,000 - 42,000; Full time

Job summary

Children’s Wisconsin is seeking an Ambulatory Care Team Assistant to provide clerical and clinical support for assigned clinics. This includes scheduling patient appointments and tests, managing calls and messages, and aiding in maintaining a productive clinic environment to support operations.

The role focuses on effective communication with patients and families, ensuring confidentiality, and assisting the clinical team to maintain smooth day-to-day clinic flow and leadership updates.

Qualifications

• Proficient data entry skills with accuracy and speed.
• Ability to use Microsoft Office and clinical information systems.
• Excellent interpersonal communication and customer service skills.
• Strong organizational and analytical abilities for fast-paced clinics.

Responsibilities

• Assist clinic operations by scheduling patient appointments and tests.
• Handle phone calls, messages, and in baskets to support clinic workflows.
• Maintain a clean and efficient clinic environment and coordinate with providers and staff.

Skills

Data entry

Customer service

Communication

Organization

Analytical thinking

Prioritization

Education

High School diploma / GED

Bachelor’s degree preferred

Associate’s degree preferred

Tools

Microsoft Office

Computerized scheduling system

Electronic clinical information 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. 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,

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.

Certifications/Licenses

Dedicated solely to the health and well-being of children

We are the region's only independent healthcare system dedicated solely to the health and well-being of children. In Milwaukee and throughout the state, we provide kids and their families a wide range of care and support - everything from routine care for ear aches or sore throats to life saving advances and treatment options. Our academic partner, The Medical College of Wisconsin, brings many of the nation's most well-respected doctors to our team. Together we work to ensure that every child and family we serve receives nothing but the best. Learn more about our affiliation with the Medical College of Wisconsin and the power of academic medicine.

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 person on the basis of race, color, religion, sex, gender, gender identity and/or expression, sexual orientation, national origin, age, disability, veteran status, or any other status or condition protected by the law.