Clin office asst

Advocate Aurora Health - Racine, WI

Part-time

Racine, WI

Hospitals

About the position

The Clinical Office Assistant plays a vital role in ensuring the smooth operation of the clinic by providing administrative support and excellent customer service to patients and visitors. This position is part-time, requiring 20 hours per week, specifically on Monday, Wednesday, and Friday mornings starting at 6:15 a.m., with flexible start times on Tuesday and Thursday. The Clinical Office Assistant is responsible for greeting patients and visitors in a prompt, courteous, and helpful manner, collecting insurance co-payments, and responding to routine requests for information. This role requires a proactive approach to scheduling and maintaining the calendar of appointments, meetings, and travel, while coordinating related administrative aspects such as agendas, site selection, food and beverage arrangements, audio-visual setups, and document preparation. In addition to scheduling patients and entering information into the computer system, the Clinical Office Assistant coordinates patient appointments with other areas or physician offices as needed. The role involves answering and screening telephone calls, triaging clinical calls, and resolving problems appropriately. The assistant is also responsible for assembling, copying, and releasing patient medical records, working closely with the Medical Records Department regarding requests for notes and additional information. Generating basic reports, modifying and updating existing reports, and distributing them as needed are also key responsibilities of this position. The Clinical Office Assistant will open, sort, and distribute mail and department documents efficiently, operate and maintain office equipment such as fax machines, printers, and photocopiers, and may be tasked with ordering office supplies. Completing referrals, tracking and following up on the need for re-authorizations, processing patient registration, and obtaining required information are essential functions of the role. Additionally, the assistant may process billing and reimbursement forms and maintain logs and reports, performing simple calculations as needed. The role also involves assisting with gathering, organizing, and compiling data for reports and meetings, ensuring that all administrative tasks are completed accurately and efficiently.

Responsibilities

• Greets patients and visitors in a prompt, courteous, and helpful manner, collects insurance co-payments, and responds to routine requests for information.
• Schedules and maintains calendar of appointments, meetings, and travel, coordinating related administrative aspects such as agendas, site selection, food/beverage selections, audio-visual arrangements, and document preparation.
• Schedules patients and enters information into the computer system, coordinating patient appointments with other areas or physician offices as needed.
• Answers and screens telephone calls, triages clinical calls, and resolves problems appropriately.
• Assembles, copies, and releases patient medical records, working with the Medical Records Department regarding requests for notes/additional information.
• Generates basic reports, modifies/updates existing reports, and distributes reports as needed.
• Opens, sorts, and distributes mail and department documents efficiently, operates and maintains office equipment (fax, printer, photocopier, etc.), and may order office supplies.
• Completes referrals, tracks, and follows up on the need for re-authorizations, processes patient registration, and obtains required information.
• May process billing/reimbursement forms and other department records, maintains logs and reports, and performs simple calculations as needed.
• Assists with gathering, organizing, and compiling data for reports, meetings, etc.

Requirements

• High School Graduate.
• Typically requires 1 year of experience in performing scheduling, customer service, and administrative/clerical support duties.
• Ability to multi-task, route calls, greet patients, and maintain a schedule of appointments/meetings.
• Proficient in the use of Microsoft Office (Excel, Power Point, Access and Word) or similar products, including maintaining, tracking, and entering data in a database and/or spreadsheet software.
• Strong organizational skills and attention to detail.
• Ability to effectively communicate (written and verbal), build rapport, and relate to all people.
• Ability to operate standard office equipment.