Clinical Office Assistant Lead

Advocate Aurora Health - Manitowoc, WI

Full-time

Manitowoc, WI

Hospitals

About the position

The Clinical Office Assistant Lead plays a crucial role in coordinating the operational workflow of clinical office staff, ensuring that the team functions efficiently and effectively. This position involves distributing workload and staff assignments as necessary to optimize efficiency within the office. The lead will work closely with the supervisor to maintain daily clinical office levels, ensuring that all tasks are completed in a timely manner and that the office runs smoothly. In addition to operational duties, the Clinical Office Assistant Lead will assist the supervisor with various human resource responsibilities. This may include interviewing and selecting new employees, conducting new employee orientations, facilitating staff development, providing performance feedback, resolving employee concerns, and fostering employee morale. The lead will also perform Clinical Office Assistant duties as needed, which encompass a range of tasks such as reception duties, answering and triaging telephone calls, scheduling appointments, data entry, billing, managing medical records, and maintaining files and logs. The lead will serve as a resource for all department personnel and physicians, addressing problems, developing office policies and procedures, enhancing customer relations, promoting service management, and implementing departmental changes. They may also be responsible for scheduling and maintaining calendars for appointments and meetings, coordinating administrative aspects such as agendas and document preparation, and conducting staff meetings or training programs. Furthermore, the lead will oversee the ordering of department supplies, monitor office equipment, and troubleshoot minor issues, ensuring that the department operates within budget constraints. The role requires the ability to resolve customer concerns and complaints, as well as the initiative to identify, plan, develop, and implement additional projects or reports that may benefit the department. The lead will gather, compile, and summarize data for analysis as requested by the supervisor, assisting in monitoring and tracking departmental performance.

Responsibilities

• Coordinates operational workflow of clinical office staff.
• Distributes workload and staff assignments as necessary for optimum efficiency.
• Assists supervisor with human resource responsibilities including interviewing and selection of new employees.
• Conducts new employee orientation and staff development.
• Provides performance feedback and resolves employee concerns.
• Performs Clinical Office Assistant duties based on department's needs including reception and scheduling appointments.
• Handles data entry, billing, and medical records management.
• Maintains files, logs, and reports, and assists with data compilation for reports and meetings.
• Collects insurance co-payments and performs general clerical functions.
• Serves as a resource for department personnel and physicians, including problem solving and customer relations.
• Schedules and maintains calendar of appointments and meetings, coordinating related administrative aspects.
• Conducts regularly scheduled staff meetings and arranges training programs.
• Oversees ordering of department supplies and monitors budget constraints.
• Monitors department office equipment and arranges for maintenance or repairs.
• Resolves basic to intermediate customer concerns and complaints.
• Identifies and implements additional projects or reports useful to the department.
• Gathers, compiles, and summarizes data/information for analysis per supervisor's request.

Requirements

• High School Graduate.
• Typically requires 5 years of experience in secretarial/clerical support.
• Intermediate to advanced computer skills with Microsoft Office products (Word, Excel, Access, PowerPoint).
• Demonstrated project coordination skills.
• Excellent interpersonal, written, and verbal communication skills.
• Demonstrated customer service skills including service recovery.