Administrative Support Receptionist

Aston Carter•Berwyn, IL

2d•$23 - $23•Onsite

About The Position

The Administrative Support Receptionist provides front-desk and clerical support for a busy medical department. This role manages incoming calls, organizes medical records, supports scheduling and documentation needs, and ensures that office operations run smoothly and efficiently. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

Requirements

Exceptional organizational and administrative skills with strong attention to detail.
Ability to multitask effectively and manage multiple priorities in a busy environment.
Strong communication skills, both written and verbal, to interact professionally with employees, visitors, and medical staff.
Previous clerical or office experience in an administrative support or receptionist role.
Proficiency with Microsoft Office programs, including common applications used for documents, spreadsheets, and email.
Experience with administrative support functions such as data entry, filing, scanning, and record management.
Customer service skills and a professional telephone manner.
Ability to handle confidential medical information with discretion and professionalism.

Nice To Haves

Experience working in a medical setting is preferred.
Medical background such as Medical Assistant (MA), Patient Care Technician (PCT), or similar is preferred.
Experience in a medical office administration or medical office support environment is an advantage.
Familiarity with workers’ compensation processes, FMLA forms, and medical records handling is beneficial.
Comfort with appointment scheduling and coordinating services such as MRI and follow-up visits.
Ability to work independently, stay proactive, and support changing departmental needs.

Responsibilities

Serve as the primary receptionist for the medical department, greeting visitors and providing courteous front-desk support.
Answer incoming telephone calls, take accurate messages, forward calls to the appropriate staff, and place outgoing calls as needed.
File all paperwork from the alpha bin and pull medical charts as required to support clinical and administrative activities.
Print Sedgwick emails, place them in the appropriate charts, and delete messages or letters in error or cancelled status as directed.
Sort and assist in collecting FMLA forms, ensuring they are properly organized and routed.
Copy medical records for OGC, workers’ compensation litigation requests, and employee requests, ensuring completion within required timeframes (such as 15 days).
Provide medical charts to workers’ compensation staff for copying in response to subpoenas and maintain a detailed log of released records and checks received.
Prepare and provide invoices for medical services and general office supplies to the controller’s office in a timely and accurate manner.
Facilitate MRI and follow-up appointments by coordinating scheduling and notifying employees and relevant staff.
Order and maintain adequate inventory of office and clerical supplies to support daily operations.
Copy and stock medical forms so they are readily available for staff use.
Pull inactive files from activity in July, ship them to pre-employment facilities, and record receipt of records on the appropriate log.
Contact facilities or building services for medical department issues such as lighting, water, and cleaning needs.
Maintain an accession report for incoming, outgoing, and transferred records to ensure accurate tracking and documentation.
Verify doctor statements as needed to support documentation accuracy and compliance.
Arrange employee taxi transportation when requested, following established procedures.
Keep office space clean, tidy, and organized to present a professional and efficient work environment.
Perform data entry, scanning, and general administrative support tasks as required.
Support appointment scheduling activities and general customer service needs for the medical office.
Complete other duties as assigned to support the medical department and overall administrative operations.