Clinical Office Assistant Lead - Rehab

Advocate Health and Hospitals Corporation•Mequon, WI

8d•Onsite

About The Position

The Clinical Office Assistant Lead coordinates the operational workflow of clinical office staff and distributes assignments to support efficient operations. In collaboration with the supervisor, the Lead maintains daily staffing levels and may assist with human-resource activities, including interviewing, onboarding, staff development, performance feedback, addressing employee concerns, and supporting morale. The role also performs Clinical Office Assistant duties as needed, including reception, telephone screening and triage, appointment scheduling, data entry, billing, medical records, file and report maintenance, insurance copayment collection, and other clerical work. The Lead serves as a resource for department personnel and physicians on problem solving, office policies and procedures, customer relations, service management, and department changes. Additional duties may include coordinating calendars and meeting logistics, conducting staff huddles or meetings, arranging training, overseeing supplies and equipment, resolving customer concerns, and developing projects or reports. The position is based in the physical therapy department at Mequon (Athlete Performance) and supports several nearby locations.

Requirements

High school graduate.
Typically requires 5 years of experience in secretarial or clerical support.
Intermediate to advanced computer skills with Microsoft Office products, including Word, Excel, Access, and PowerPoint.
Demonstrated project coordination skills.
Excellent interpersonal, written, and verbal communication skills.
Demonstrated customer service skills, including service recovery.

Responsibilities

Coordinate clinical office staff workflow and distribute assignments to support efficient operations.
Collaborate with the supervisor to maintain daily clinical office staffing levels.
Assist the supervisor with human-resource responsibilities, potentially including interviewing and selection, orientation, staff development, performance feedback, employee concerns, and morale.
Perform Clinical Office Assistant duties as department needs require, including reception, telephone screening and triage, scheduling, data entry, billing, medical records, filing, logs, reports, copayment collection, and general clerical functions.
Serve as a resource for department personnel and physicians on problem solving, office policies and procedures, customer relations, service management, and department changes.
Schedule and maintain calendars for appointments, meetings, and travel, and coordinate related arrangements and document preparation as needed.
Conduct staff meetings or huddles and arrange training and education programs as needed.
Oversee department supply ordering while remaining aware of budget constraints.
Monitor office equipment, troubleshoot minor problems, and arrange routine maintenance or repairs independently.
Resolve basic to intermediate customer concerns and complaints.
Plan, develop, and implement useful department projects or reports independently.
Gather, compile, and summarize information for analysis at the supervisor's request.
Assist with monitoring, tracking, and analyzing data.