Clinical Office Assistant

Advocate Health•Mequon, WI

5d•$21 - $31

About The Position

The Clinical Office Assistant provides administrative and patient-facing support for an outpatient rehabilitation department. The role greets patients and visitors, collects insurance co-payments, responds to routine information requests, schedules patients and appointments, and enters information into the computer system. It coordinates patient appointments with other departments or physician offices and handles referrals, registration, authorization follow-up, records, and routine billing or reimbursement paperwork. The assistant also supports office operations by managing calendars, answering and routing calls, preparing and distributing reports and documents, maintaining logs, and operating standard office equipment. The position is full-time, 40 hours per week, in a normal office environment.

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 schedules of appointments and meetings.
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, audio-visual 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; coordinate with the Medical Records Department regarding requests for notes or additional information.
Generate basic reports, update existing reports, and distribute them as needed.
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 and 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, meetings, and other purposes.
Perform other related duties as required.