Therapy Coordinator - Full-time

Children's Wisconsin; Milwaukee (WI); On-site; USD 22,000 - 30,000; Full time

Job summary

Children's Wisconsin is seeking an organized clinic scheduling specialist to serve as a point person for scheduling, liaise with Central Scheduling, and respond to families, providers, and community resources. You will help ensure accurate information flow and timely communication across departments.

You will coordinate complex scheduling, monitor slot utilization, prepare necessary documentation, and support care coordination with schools and insurers, using the electronic medical record to

Qualifications

• 1+ years clinic scheduling experience to understand department procedures.
• High School diploma or GED/HSED required.
• Excellent organizational and communication skills.

Responsibilities

• Acts as a point person for clinic scheduling and liaison to Central Scheduling.
• Acts as a contact for patients’ families, providers, and community resources regarding scheduling.
• Responds to calls, texts, and faxes to ensure clear and timely communication.
• Facilitates care coordination and scheduling with schools, providers, and insurers.
• Completes complex scheduling including multidisciplinary clinics and same-day multi-provider appointments.
• Monitors schedules and helps staffing plans to maximize patient access.

Skills

Typing speed

Interpersonal skills

Organizational skills

Education

High School Diploma or GED/HSED

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.

Essential Functions

• Acts as a point person for clinic scheduling processes and as liaison to Central Scheduling, ensuring consistent scheduling practices.
• Acts as a point of contact for patients' families, providers, and other community resources regarding department functions and scheduling. Responds to incoming clinic calls, text messages, and faxes to ensure clear and timely communication. Understands the roles of clinicians in the clinic to ensure accurate communication with families.
• Facilitates care coordination activities and assists in scheduling care coordination, including: calls with schools, providers, insurance companies based on clinicians' schedule to promote efficiency in this communication occurring.
• Completes complex scheduling including but not limited to multidisciplinary clinics and scheduling appointments with multiple providers in the same day.
• Monitors clinic schedules and collaborates with department leaders to identify solutions when discrepancies or staffing shortages are identified. Provides input into staffing plans based on scheduling expertise. Facilitates maximal patient access to care and achievement of slot utilization goals.
• Ensures that necessary supporting documentation (e.g. Individualized Education Plans (IEP), outside records, MD orders) is secured prior to appointments and that documentation for follow-up care is in place (e.g. MD signatures on plans of care). Supports Financial Clearance as needed in securing information for insurance authorization.
• Proficient in use of the electronic medical record to support clinic operations and patient care.
• Ensures upkeep of provider schedules across service areas; builds, modifies and processes schedule changes and follow up as required as directed by leader.
• Tracks and maintains documentation for grants as needed to support ordering of supplies relevant to grant funding.
• Processes and tracks paperwork related to student placements, student observations, resident shadows, and volunteers in collaboration with the clinical and leadership team.

Education

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

Experience

• 1+ years clinic scheduling experience in order to understand department procedures and interdepartmental function Required.

Knowledge, Skills and Abilities

• Ability to type at a minimum of 5500 KSPH preferred to complete forms, letters, telephone documents, and data entry.
• 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.

Schedule

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.