Advocate Aurora Health - Racine, WI
posted about 2 months ago
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.