Clinical Office Assistant

Advocate Health•Manitowoc, WI

1d•Onsite

About The Position

The Clinical Office Assistant supports outpatient rehabilitation clinic operations by assisting patients and visitors, coordinating appointments, handling calls and records, and performing administrative and clerical duties. The position is part time, with 20 hours per week. Clinic hours may begin at 6:45 AM and extend to 6 PM Monday through Thursday, and to 5:30 PM Friday. There are no weekend or holiday shifts. Exact days and times are determined in advance, with schedules made several months ahead. Work locations include Lakeside clinic in Manitowoc, Dewey Street clinic, and the Aurora Medical Center Manitowoc County Outpatient Physical Therapy Department in Two Rivers. Training is provided. The role requires a high school education and typically one year of experience performing scheduling, customer service, and administrative or clerical support duties. No licensure, registration, or certification is required. The work takes place in a normal office environment and involves frequent sitting, walking, standing, bending, and lifting, with occasional lifting of items up to 20 pounds.

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.
Ability to operate all equipment necessary to perform the job.

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, site selection, food and beverages, audiovisual arrangements, and document preparation.
Schedule patients and enter information into the computer system; coordinate 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; coordinate with the Medical Records Department on requests for notes or additional information.
Generate basic reports, modify or update existing reports, and distribute reports as needed.
Open, sort, and distribute mail and department documents; operate and maintain office equipment and possibly order office supplies.
Complete referrals, track and follow up on reauthorization needs, process patient registration, and obtain required information.
May process billing and reimbursement forms and other department records; maintain logs and reports, perform simple calculations, and help gather, organize, and compile 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.
Premium pay such as shift and on-call pay, depending on the teammate's job.
Incentive pay for select positions.
Opportunity for annual increases based on performance.