Assistant-Administrative

Indiana University Health System • Indianapolis, IN

2d • Onsite

About The Position

This role supports a critical operational function within our multi‑specialty surgery clinic by ensuring a smooth, accurate, and timely patient check‑in process. The Patient Registration Representative verifies patient demographics, insurance information, emergency contacts, and required documentation prior to each visit. This work helps prevent delays, reduce administrative errors, and support accurate billing. Most importantly, this role contributes directly to a positive patient experience by ensuring patients are seen promptly and providers have complete and accurate information at the start of each encounter. This position collaborates closely with clinical providers, nursing staff, medical assistants, and other departments to share real‑time updates related to patient needs at check‑in. The role also assists patients with navigating the facility and coordinates with other departments as needed to support efficient patient flow. Our team is a cohesive, patient‑centered group that works collaboratively to support both patients and providers. We value teamwork and step in for one another to keep the clinic running smoothly, especially during busy or challenging times. We strive to foster an environment where feedback is encouraged, communication is open, and team members feel comfortable sharing ideas for improvement. Celebrating successes—both big and small—is an important part of maintaining a positive and supportive work culture. Overall, this role offers the opportunity to join a team that prioritizes patient care, mutual respect, and continuous growth. Onboarding includes one‑on-one training with the manager and team members, along with supplemental virtual learning sessions to support skill development and confidence in the role.

Requirements

• High School Diploma or GED required
• 0–3+ years of relevant experience required; prior administrative experience preferred
• Experience working within a matrix organization or complex, fast‑paced environment preferred
• Basic proficiency with Microsoft Office applications, including Word, PowerPoint, and Excel
• Strong Multitasking & Time Management
• Ability to prioritize tasks effectively in a fast‑paced clinical environment.
• Excellent Communication & Customer Service
• Demonstrates professionalism and empathy when assisting patients and collaborating with team members.
• Attention to Detail & Accuracy
• Ensures data integrity to support billing accuracy and clinical care.
• Problem‑Solving & Critical Thinking
• Comfortable troubleshooting registration issues, insurance alerts, and workflow challenges in partnership with leadership.
• Technology & EHR Proficiency
• Able to learn and effectively use EHR systems, scheduling platforms, and insurance tools.
• Willingness to Learn and Cross-Train
• Successful candidates are eager to learn all front‑office functions, including check‑in, check‑out, insurance workflows, chart preparation, and patient flow support.
• Cross-training ensures flexibility during high‑volume periods and supports smooth clinic operations.
• Ability to Become a Super User
• The ideal candidate is motivated to develop advanced expertise in clinic systems.
• Super users help elevate team performance by sharing updates, best practices, and process improvements.
• Reliability & Accountability
• Consistent attendance, follow‑through, and ownership of responsibilities are essential to supporting patient flow and building trust across the care team.

Responsibilities

• Ensure accurate and efficient patient check‑in and check‑out processes
• Verify patient demographics, insurance, emergency contacts, and required forms
• Communicate patient needs and updates to clinical and operational staff in real time
• Support patient flow through coordination with other departments
• Maintain accuracy and compliance in documentation and data entry

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees