Clinical Office Assistant

Advocate Health and Hospitals Corporation • Manitowoc, WI

2d • Onsite

About The Position

The Clinical Office Assistant provides administrative and clerical support for outpatient rehabilitation clinics in Manitowoc County. The role includes welcoming patients and visitors, scheduling appointments, handling calls and routine inquiries, coordinating patient needs with other departments and physician offices, and maintaining records and reports. The position may also assist with referrals, authorizations, registration, billing forms, office supplies, and general department coordination. Training is provided. Work locations include Lakeside Clinic and Dewey Clinic in Manitowoc, and Aurora Medical Center–Manitowoc County Physical Therapy Department in Two Rivers. Work hours may begin as early as 6:45 a.m. and end as late as 6:00 p.m., Monday through Friday, with no weekends or holidays.

Requirements

• High school graduate.
• Typically requires one year of experience performing scheduling, customer service, and administrative or clerical support duties.
• Ability to multitask, route calls, greet patients, and maintain appointment and meeting schedules.
• Proficiency with Microsoft Office (Excel, PowerPoint, Access, and Word) or similar products, including maintaining, tracking, and entering data in database or spreadsheet software.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills and the ability to build rapport and relate to all people.
• Ability to operate standard office equipment.
• Ability to sit, walk, stand, bend, and lift frequently throughout the workday; occasionally lift items weighing up to 20 pounds.
• Functional speech, vision, and hearing.

Responsibilities

• Greet patients and visitors promptly, courteously, and helpfully; collect insurance co-payments and respond to routine requests for information.
• Schedule and maintain calendars for appointments, meetings, and travel, and coordinate related administrative details such as agendas, locations, refreshments, audiovisual arrangements, and documents.
• Schedule patients and enter information into the computer system.
• Coordinate patient appointments with other departments or physician offices as needed.
• Answer and screen telephone calls, triage clinical calls, and resolve problems appropriately.
• Assemble, copy, and release patient medical records, and work with the Medical Records Department on requests for notes or additional information.
• Generate, update, and distribute basic reports.
• Open, sort, and distribute mail and department documents.
• Operate and maintain office equipment, and may order office supplies.
• Complete referrals, track and follow up on re-authorization needs, process patient registration, and obtain required information.
• May process billing or reimbursement forms and other department records.
• Maintain logs and reports and perform simple calculations.
• Assist with gathering, organizing, and compiling data for reports and meetings.

Benefits

• Paid time off programs
• Medical, dental, vision, life, and short- and long-term disability benefits
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program
• Career development programs
• Potential premium pay and incentive pay for select positions
• Potential annual compensation increases based on performance

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED