Scheduling Coordinator Ambulatory - Part-time

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

Job summary

Children's Wisconsin is seeking a Scheduling Coordinator to manage clinic scheduling, referrals, and intake processes across inpatient and outpatient services. You will coordinate appointments, diagnostic testing, and related documentation within the electronic health record system.

The role requires 2+ years in a hospital or healthcare setting, strong organizational and communication skills, and experience with scheduling software and EPIC.

Qualifications

• High School graduate or GED required.
• 2+ years experience in hospital/healthcare scheduling or patient registration.
• Experience with families from diverse backgrounds preferred.

Responsibilities

• Coordinate patient scheduling and diagnostic testing with the scheduling system.
• Serve as a resource for staff and visitors; share information and provide direction.
• Assist training of new users of scheduling software and support current users.
• Obtain referrals prior to clinic appointments and manage referrals as needed.
• Maintain documentation in the electronic health record and ensure confidentiality.

Skills

Organizational skills

Analytical skills

Prioritization

Data entry

Interpersonal communication

Microsoft Word/Excel

Education

High School diploma or GED

Tools

EPIC scheduling software

Electronic medical records

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.

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:

All hours 0800-1630, could have flexibility for 0730 or 0830 start time

• Week 1: Monday, Tuesday, Wednesday
• Week 2: Tuesday, Friday

Job Summary

Coordinate all scheduling needs and various interdisciplinary team appointments, follows up on referrals, completes intake process and prepares clinical reports and correspondence. The Coordinator works with the clinic staff to maintain all inpatient and outpatient scheduling needs, and maintains a timely workflow.

Essential Functions

• Assists with scheduling patient's appointments and coordinating diagnostic testing with other procedures through the use of the computerized scheduling system and its components.
• Functions as a service line resource for medical and clinical staff, managers, and visitors in the healthcare system. Communicates with both internal and external customers to share information and provide direction.
• Assists with training of new users in the use of the scheduling software and assists current users to continue to develop skills.
• Obtains an insurance referral prior to the clinic appointment and manages appointments for patients without referrals.
• In coordination with the Ambulatory manager team, maintains the standard work tools (lean) and other established process improvement methodologies to assure continuity and consistency of patient care across clinics.
• Maintains and records appropriate documentation in electronic health record for each family and healthcare related contact.
• Types, faxes and mails reports, letters, memos, and other correspondence. Provides timely and service oriented approach to telephone calls. Takes accurate messages and triages calls as appropriate.
• Maintains confidentiality in handling all patient and program related matters.
• Communicates with providers and staff to support and maintain optimal coordination.

Education:

• High School graduate or Certificate of General Educational Development (GED) or High School Equivalency Diploma (HSED) required

Experience:

• 2+ years experience working in a hospital/healthcare setting in patient registration/scheduling/financial environment or customer service industry required and
• Experience working with families of diverse ethnic, cultural and socioeconomic backgrounds preferred

Knowledge, Skills and Abilities

• Knowledge and understanding of dimensions of competency skills to plan, develop and implement education programs relating to EPIC preferred.
• Interpersonal skills necessary to gather and share information with physicians, 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 and independently.
• Proficient data entry skills with accuracy and speed.
• Ability to navigate, coordinate multiple services, prioritize and multi-task to meet the needs of patients, parents, physicians and other hospital staff.
• Demonstrated teamwork within the department and community by assisting other staff members and/or organizations as necessary.
• Must be able to function in a dynamic environment subject to impromptu changes in schedules and priorities.
• Must possess excellent communication, interpersonal, and organizational skills to work effectively with professional staff, medical staff, all levels of management, patients and families, and maintain confidential information.
• Ability to concentrate and pay close attention to detail using computer scheduling, entering orders, transcribing physician's orders and arranging patient services.
• Experience with electronic medical records and Microsoft applications including Word and Excel.

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 oppo