Clinical Office Assistant

Advocate Aurora Health - Milwaukee, WI

Full-time

Milwaukee, WI

Hospitals

About the position

The Clinical Office Assistant at Advocate Health plays a crucial role in ensuring a smooth and efficient operation within the healthcare setting. This position involves greeting patients and visitors in a prompt, courteous, and helpful manner, which sets the tone for a positive patient experience. The assistant is responsible for collecting insurance co-payments and responding to routine requests for information, thereby acting as a vital point of contact for patients and their families. In addition to front desk duties, the Clinical Office Assistant is tasked with scheduling and maintaining the calendar of appointments, meetings, and travel for the office. This includes coordinating various administrative aspects such as preparing agendas, selecting sites for meetings, arranging food and beverage services, and managing audio-visual needs. The assistant also plays a key role in scheduling patient appointments and entering relevant information into the computer system, ensuring that all appointments are coordinated with other areas or physician offices as necessary. The role requires 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 to fulfill requests for notes and additional information. Generating basic reports, modifying existing reports, and distributing them as needed are also part of the job responsibilities. Furthermore, the Clinical Office Assistant is expected to open, sort, and distribute mail and department documents efficiently. Operating and maintaining office equipment such as fax machines, printers, and photocopiers is essential, along with ordering office supplies as needed. The assistant may also process billing and reimbursement forms, maintain logs and reports, and perform simple calculations as required. Assisting with gathering, organizing, and compiling data for reports and meetings is also part of the role, making it a dynamic position that supports the overall functioning of the clinical office.

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, maintains logs and reports, and performs simple calculations as needed.
• Assists with gathering, organizing, and compiling data for reports, meetings, etc.

Requirements

• Typically requires 1 year of experience in performing scheduling, customer service, and administrative/clerical support duties.
• High School Graduate is required.
• 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.