Clinical Office Assistant

Advocate Health and Hospitals Corporation•Manitowoc, WI

2d•Onsite

About The Position

The Clinical Office Assistant supports outpatient rehabilitation clinic operations by providing patient-facing service and administrative and clerical support. The role greets patients and visitors, schedules appointments, handles routine inquiries and telephone calls, coordinates patient appointments with other areas or physician offices, and manages patient records and related information. Additional duties include preparing reports and documents, processing referrals and registrations, maintaining logs, and operating standard office equipment. This is a part-time position for 20 hours per week. Clinic hours may range from 6:45 AM to 6:00 PM Monday through Thursday and until 5:30 PM on Friday. There are no weekend or holiday shifts. Work is performed at clinic locations in Manitowoc and Two Rivers; exact days and times are determined in advance, with schedules made several months ahead. Training is provided. The listed pay range is $20.80–$31.20.

Requirements

High school graduate.
Typically requires 1 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.
Ability to communicate effectively in writing and verbally, build rapport, and relate to 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 lbs.
Functional speech, vision, and hearing.

Responsibilities

Greet patients and visitors promptly and courteously, collect insurance co-payments, and respond to routine requests for information.
Schedule and maintain calendars of appointments, meetings, and travel.
Coordinate administrative details for meetings, including agendas, site selection, food and beverage, audiovisual arrangements, and document preparation.
Schedule patients and enter information into the computer system.
Coordinate patient 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; 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 such as fax machines, printers, and photocopiers; 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 as needed.
Assist with gathering, organizing, and compiling data for reports and meetings.