Clinical Office Assistant (COA) - Ambulatory Services Clinic

Advocate Health • West Allis, WI

4d • $21 - $31

About The Position

The Clinical Office Assistant supports administrative and patient-facing operations in an ambulatory services clinic. The role greets patients and visitors, collects insurance co-payments, responds to routine information requests, schedules appointments, and enters and maintains information in the computer system. It coordinates patient appointments with other departments and physician offices, handles and triages telephone calls, and supports patient registration, referrals, authorization follow-up, and medical-record requests.

The position also provides general office and clerical support, including maintaining calendars, preparing and distributing reports and documents, handling mail, operating office equipment, maintaining logs, and assisting with data gathering and basic calculations. Other related duties may be assigned. The work is performed in a normal office environment. The schedule is Monday through Friday, between 7:30 a.m. and 4:30 p.m., with no holidays or weekends. The position is full-time at 40 hours per week.

Requirements

• High school graduate.
• Typically, 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, with 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 arrangements and document preparation.
• Schedule patients and enter information into the computer system; coordinate appointments with other areas 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 basic reports, update existing reports, and distribute reports as needed.
• Open, sort, and distribute mail and department documents; operate and maintain office equipment and order office supplies as needed.
• Complete referrals, track and follow up on re-authorizations, process patient registration, and obtain required information.
• Process billing or reimbursement forms and other department records as needed.
• Maintain logs and reports, perform simple calculations, and assist with gathering, organizing, and compiling data for reports and meetings.
• Perform other related duties as required.

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.
• Competitive compensation, premium pay for eligible work, incentive pay for select positions, and the opportunity for annual performance-based increases.

What This Job Offers

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