Clinical Office Assistant - Rehab

Advocate Aurora Health - Manitowoc, WI

Full-time

Manitowoc, WI

Hospitals

About the position

The Clinical Office Assistant in the Rehab department plays a crucial role in ensuring a smooth and efficient operation within the clinical setting. This position is primarily responsible for greeting patients and visitors in a prompt, courteous, and helpful manner, which sets the tone for their experience. The assistant will collect insurance co-payments and respond to routine requests for information, acting as a vital point of contact for patients and their families. In addition to front desk duties, the Clinical Office Assistant will manage the scheduling and maintenance of appointments, meetings, and travel arrangements. This includes coordinating various administrative aspects such as preparing agendas, selecting sites, arranging food and beverages, and ensuring that all necessary audio-visual equipment is available. The role also involves entering patient information into the computer system and coordinating appointments with other areas or physician offices as needed. The assistant will handle telephone communications by answering and screening calls, triaging clinical inquiries, and resolving problems appropriately. They will also be responsible for assembling, copying, and releasing patient medical records, working closely with the Medical Records Department to fulfill requests for notes and additional information. Generating and modifying reports, managing mail and department documents, and operating office equipment are also key responsibilities. The Clinical Office Assistant may assist with billing and reimbursement forms, maintain logs and reports, and perform simple calculations as necessary. This position requires a proactive approach to gathering, organizing, and compiling data for reports and meetings, ensuring that all administrative tasks are completed efficiently and accurately.

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, operating and maintaining 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, maintaining logs and reports, and performing 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.