Administrative Assistant I

Illinois Bone & Joint Institute; Westmont (IL); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life insurance

Disability insurance

401k

Job summary

Illinois Bone and Joint Institute seeks an Administrative Assistant I based out of the Westmont office to serve as a liaison between the physician, patients, staff, and other stakeholders. You will help ensure physician schedules align with protocols and assist with appointment coordination, records, and communications to support efficient patient care.

The role requires a high school diploma, strong typing, and excellent communication.

Qualifications

• High school diploma or equivalent required.
• Able to type 40 wpm with good spelling.
• Computer literate and knowledgeable in business software/equipment.
• Knowledgeable in basic medical terminology.
• Able to communicate in English (verbal and written).
• Excellent phone and people skills.
• Capable of working in a fast-paced environment.
• Valid Illinois Driver’s License.

Responsibilities

• Liaises between physician, patients and staff to ensure smooth patient care.
• Responds to incoming phone calls and routes requests appropriately.
• Schedules appointments for new and established patients.
• Prepares on-call schedules and coordinates schedule changes.
• Handles medical record requests and release processes.
• Manages correspondence and non-patient letters for the physician.
• Manages mail distribution and supports Revenue Cycle with deposits.
• Supports special projects and obtains insurance pre-certifications as requested.

Skills

Typing 40 wpm

English communication

Computer literacy

Phone skills

Medical terminology

Education

High school diploma

Tools

MS Office

Job description

Description

Founded in 1991, IBJI is the largest orthopedic group practice in Illinois. With more than 150 physicians in every orthopedic specialty, IBJI offers care for adults and children from some of the most accomplished and respected orthopedists in the country. Serving northern Illinois and northwest Indiana with over 100 locations, IBJI makes it easy to access care. Our headquarters is in Park Ridge, Illinois, a northwest suburb of Chicago. Our clinical services include advanced MRI imaging, pain management, non-surgical and surgical treatment plans, rheumatology, physical therapy, occupational therapy, wellness, and sports and sports training. Ortho Access walk-in clinics provide same day care for orthopedic injuries. Comprehensive care offered all in one place enables physicians, therapists and staff to work closely together, so that patients and families achieve better outcomes. Collaborative care is also more efficient. In many cases, IBJI services are substantially less expensive than those provided by large healthcare systems and emergency rooms.

Job Type

Full-time

Description

Founded in 1991, IBJI is the largest orthopedic group practice in Illinois. With more than 150 physicians in every orthopedic specialty, IBJI offers care for adults and children from some of the most accomplished and respected orthopedists in the country. Serving northern Illinois and northwest Indiana with over 100 locations, IBJI makes it easy to access care. Our headquarters is in Park Ridge, Illinois, a northwest suburb of Chicago. Our clinical services include advanced MRI imaging, pain management, non-surgical and surgical treatment plans, rheumatology, physical therapy, occupational therapy, wellness, and sports and sports training. Ortho Access walk-in clinics provide same day care for orthopedic injuries. Comprehensive care offered all in one place enables physicians, therapists and staff to work closely together, so that patients and families achieve better outcomes. Collaborative care is also more efficient. In many cases, IBJI services are substantially less expensive than those provided by large healthcare systems and emergency rooms.

Summary

The Administrative Assistant I acts as a liaison between their assigned physician and patients/families, staff, primary care physicians and other specialists, attorneys, vendors etc. This role ensures that physician schedules are in accordance with their protocols/needs and that the schedule provides for a smooth/effective delivery of patient care; coordinates incoming physician-related phone calls; and, as requested, assists the physician in the coordination of personal responsibilities in an effort to ensure that the professional requirements of the physician’s workday are met.

Based primarily out of our Westmont office, this full-time role supports our board-certified orthopaedic surgery and sports medicine physician, who is fellowship-trained in shoulder surgery and sports medicine.

Responsibilities

• Physician Liaison Activities
• Responds to incoming phone calls and determines the best method for resolution of caller’s needs through the identification of the most appropriate respondent (i.e. physician, physician assistant, clinical/nursing staff, etc). Channels requests appropriately in an effort to ensure resolution.
• Appointment Scheduling
• Assists in scheduling of appointments for new/established patients.
• Arranges for legal depositions, ensuring that all patient records are available prior to the deposition.
• Correspondence/Clerical Functions
• Sends prescriptions for therapies, return to work notes, gym notes etc., as requested.
• Composes and types non-patient visit letters/correspondence for the physician.
• Opens and distributes physician/department mail.
• Provides workers’ compensation carriers with updated status on patients.
• Assigns handicap parking permits, jury duty requests, school/physical education excuse notes, disability forms, etc.
• Prepares physicians on call schedules and coordinates physician schedule changes.
• As necessary, secures appropriate releases and copies, medical information for patient pick-up. Works closely with copy service and monitors reports to ensure timely mailing of all requests for records.
• Other Functions as assigned, including but not limited to:
• Works on special projects
• Secures insurance pre-certifications as requested (i.e. MRI’s PT, Synvisc, injections, etc.)
• Handles payments received for depositions, record subpoenas, etc., by completion of appropriate forms for the Revenue Cycle department and notation of receipt of payments in the chart.

Requirements

• High school diploma or equivalent is required.
• Able to type 40 wpm with good spelling ability.
• Computer literate and knowledgeable in business software/equipment.
• Knowledgeable in basic medical terminology.
• Able to communicate (verbal and written) in the English language.
• Excellent phone and people skills.
• Capable of keeping up in a “fast-paced” work environment
• Good sense of humor, helpful.
• Valid Illinois Driver’s License.

Physical Requirements/Work Environment

• Work is primarily indoors.
• Extended periods of sitting in the same position may be required.
• Ability to hear telephonic communication and speak the English language is required.
• Position requires repetitive hand movement as necessary for computer data entry work.
• May require occasional outdoor travel via automobile.

Base salary offers for this position may vary based on factors such as location, skills and relevant experience. We offer the following benefits to those who are benefit eligible (30+ hours a week):

• medical
• dental
• vision
• life and AD&D insurance
• long and short term disability
• 401k program with company match and profit sharing
• wellness program
• health savings accounts
• flexible savings accounts
• ID protection plan and accident
• critical illness and hospital benefits
• paid holidays and paid time off

Illinois Bone and Joint Institute, LLC is an equal opportunity employer. All employment decisions are based on qualifications, merit, and business need, without regard to race, color, religion, age, sex, national origin, disability status, military or veteran status, sexual orientation, gender identity and expression, or any other characteristic protected by federal, state or local laws. This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other terms and conditions of employment.

Salary Description

$18 - $25 per hour