Clinical Office Assistant

Advocate Aurora Health - Elgin, IL

Part-time

Elgin, IL

Hospitals

About the position

The Clinical Office Assistant plays a crucial role in ensuring the smooth operation of the office at Advocate Sherman Hospital. This position involves a variety of administrative and clerical tasks that are essential for maintaining an efficient healthcare environment. The Clinical Office Assistant is responsible for greeting patients and visitors in a prompt, courteous, and helpful manner, which sets the tone for a positive patient experience. This role requires the collection of insurance co-payments and responding to routine requests for information, ensuring that patients feel welcomed and informed during their visit. In addition to patient interaction, the Clinical Office Assistant is tasked with scheduling and maintaining the calendar of appointments, meetings, and travel for the office. This includes coordinating all related administrative aspects such as preparing agendas, selecting sites for meetings, arranging food and beverage services, and managing audio-visual needs. The assistant will also be responsible for entering patient information into the computer system and coordinating appointments with other areas or physician offices as necessary. The role requires answering and screening telephone calls, triaging clinical calls, and resolving problems appropriately. The Clinical Office Assistant will assemble, copy, and release patient medical records while working closely with the Medical Records Department regarding requests for additional information. Generating basic reports, modifying existing reports, and distributing them as needed are also key responsibilities of this position. The Clinical Office Assistant will manage incoming mail and department documents efficiently, operate and maintain office equipment such as fax machines, printers, and photocopiers, and may be responsible for ordering office supplies. Additionally, the assistant will complete referrals, track and follow up on re-authorizations, process patient registrations, and obtain required information. This role may also involve processing billing and reimbursement forms, maintaining logs and reports, and performing simple calculations as needed. The Clinical Office Assistant will assist with gathering, organizing, and compiling data for reports and meetings, contributing to the overall efficiency of the office operations.

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 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.