Administrative Assistant II

Illinois Bone & Joint Institute, LLC; Hinsdale (IL); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Physician Liaison to enhance patient care and communication. This role involves coordinating schedules, managing appointments, and acting as a vital link between physicians and patients. The ideal candidate will possess excellent communication skills and a strong understanding of medical terminology. Join a forward-thinking organization that values teamwork and offers a comprehensive benefits package, including medical, dental, and retirement plans. If you thrive in a fast-paced environment and are passionate about improving patient experiences, this position is perfect for you.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

401k Program with Company Match

Paid Time Off

Paid Holidays

Wellness Program

Qualifications

• Ability to type 40 wpm with good spelling ability.
• Knowledgeable in basic medical terminology.

Responsibilities

• Coordinate physician schedules and manage patient appointments.
• Respond to phone calls and resolve caller’s needs efficiently.
• Assist with surgical scheduling and patient clearance.

Skills

Communication Skills

Scheduling

Medical Terminology

Computer Literacy

Customer Service

Education

High School Diploma

Tools

EMR System

Business Software

Job description

Description

Illinois Bone & Joint Institute, LLC, is one of the largest independent physician-owned orthopedic practices in the United States, with 100 locations and 150 physicians throughout the Chicagoland area, expertise in every orthopedic specialty, and complete diagnostic and rehab services. Illinois Bone & Joint Institute offers relief, solutions, and the comprehensive integrated care you need. IBJI's dedicated physicians and staff pair cutting edge technology with modern practice techniques to offer the most beneficial and effective means of recovery. This integration allows us to perform a full-range of collaborative and comprehensive services that directly impact our patients quality of life. IBJI wants to help you move better, so you can live better.

Summary

This position acts as a liaison between his/her assigned physician and patients/families, staff, primary care physicians and other specialist, attorneys, vendors, etc. 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.

Essential Job Functions

Physician Liaison Activities

• Responds to incoming phone calls and determines best method for resolution of caller’s needs through the identification of the most appropriate respondent (i.e. physician, administrative assistant, administration, clinical staff, etc). Channels requests appropriately in an effort to ensure resolution.
• Scheduling surgeries for your physician and ensuring those surgical cases go through without issues.
• Maintains schedules/calendars for the doctor in regards to clinics, surgeries, and on-call schedules.

Appointment Scheduling

• Schedules pre op and post op appts for surgical patients.
• Assist with dates and times for new patient appointments if Call Center employee are unable to find available spots.
• Arranges for legal depositions, ensuring that all patient records are available prior to the deposition and conference rooms or zoom meetings are booked.

Surgical Patient Activities

• Coordinates cardiac and medical clearance for patients prior to surgery.
• Completes appropriate form for facility, i.e. Salt Creek Surgery Center, Hinsdale or Good Samaritan Hospitals.
• Schedules appropriate surgical appointments and cases in EMR system.
• Schedules appropriate pre and post-op visits, including therapy if needed.
• Secures pre-certification for surgery and document in chart.
• Maintains and updates physician calendar regarding surgery.
• If patient fails pre-op labs/EKG, helps patient to secure appointments with appropriate physician.
• Help prepare surgical packets for scheduled surgeries.
• Notifies Reps in regards to surgical equipment, as necessary.

Correspondence/Clerical Functions

• Sends orders for therapies, return to work notes, gym notes etc., as requested.
• Opens and distributes physician’s/department mail.
• Helps team with “Attending Physician” statements, handicap parking permits, jury duty requests, PE excuse notes, disability forms, etc.
• Prepares physician 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.
• Forwards physician credentials and CME credits to credentialing department upon request by physician.

Other Functions

• Works on projects for physician as requested.
• Orders physician lunches and other miscellaneous items, if requested.
• Handles payments received for depositions, record subpoenas, etc.

Communication

Internal: Patients, physicians, P.A.’s, administration, professional and non-professional staff.

External: Patients/families, attorneys, vendors, hospitals, surgery centers.

Requirements

Physical Requirements/Environment

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

Educational/Training 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.

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. In addition, we offer paid holidays and paid time off.