Administrative Assistant / Receptionist - Chicago

Blue Bird Day; Chicago (IL); On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

Health insurance

Dental and vision coverage

Life and disability insurance

Flexible Spending Accounts (FSA)

Job summary

Blue Bird Day in Chicago, IL seeks an Administrative Assistant / Receptionist to support daily clinic operations. You will greet guests, manage intake, schedule, billing, and EMR tasks, while delivering high-quality service to families and staff.

This role is office-based, Monday–Friday, 8:30am–5:00pm, with competitive hourly pay and benefits. Fluency in English is required; Spanish encouraged. Experience with EMR systems and Central Reach preferred.

Qualifications

• 1 year of reception, customer service, or administrative experience.
• Health care administration experience preferred.
• Experience using EMR systems; experience using Central Reach highly preferred.
• Spanish speaking candidates strongly encouraged to apply, proficiency in English required.

Responsibilities

• Greet and welcome guests at the facility.
• Ensure guests complete documents, issue badges, and accompany them.
• Answer patient or insurance inquiries under supervision.
• Maintain client files in Microsoft 365 and EMR system.
• Create accounts for new patients and manage intake steps.

Skills

Reception experience

Customer service

Administrative experience

Healthcare administration experience

Tools

EMR systems

Central Reach

Job description

Make an Impact. Build Community. Join Blue Bird Day!

Do you enjoy working in a collaborative environment and want to make a positive impact in your community? Blue Bird Day, a leading intensive pediatric therapeutic day program, is seeking a dedicated and compassionate office-based Administrative Assistant / Receptionist to support the daily operations in our Chicago, IL clinic.

About The Role

As our Administrative Assistant /Receptionist, you'll ensure smooth, efficient clinic operations while supporting our clients, families, and administrative and clinical team. You'll assist in supporting our clients and staff through:

• Greet and welcome guests upon arrival into facility.
• Ensure all guests have completed and signed the appropriate documents, have a guest badge, and are accompanied at all times.
• Answer all patient or insurance telephone inquiries with supervision from Office Manager.
• Maintain client files on Microsoft 365 and electronic medical records system.
• Create accounts for new patients and manage the completion of intake steps and paperwork completion throughout the client intake process.
• Answer phone calls, emails, and intake requests with professionalism, according to company style guidelines, and within the expected timelines.
• Assist in preparing observation schedules for residents, students, and/or interns.
• Light cleaning/organizing and assisting with other office tasks as needed.
• Provide the highest level of customer service to patients, providers, and referrals as part of our in-house concierge admin team.
• Manage assigned intake, scheduling, and billing tasks for client caseload as needed.
• Check health insurance eligibility and benefits for clients as needed.
• Manage the requests and daily management of insurance preauthorizations to ensure they are kept active and appropriately documented and linked to scheduled services/claims in the electronic medical records system.
• Assist clients with understanding and processing their monthly statements
• Address denied insurance claims for correction, reprocessing, and appeal to prove medical necessity for payment.
• Manage the ongoing scheduling of services for clients to best meet therapy recommendations for treatment, client requests for services, and provider productivity expectations.
• Assist with various administrative projects as needed.
• Manage all reception tasks for assigned shifts at the front desk.
• Ensure the administrative office and reception area is tidy and presentable.
• Participate in required supervision meetings for first six months of employment and as needed per discretion of supervisor.
• Participate in all required company orientation, professional development days and ongoing trainings as required.
• Participate in monthly staff meetings, department meetings and as needed team meetings
• All other tasks as assigned.
• Follow all company policies and procedures.

Requirements

• 1 year of reception, customer service, or administrative experience
• Health Care administration experience preferred
• Experience using EMR systems; experience using Central Reach highly preferred
• Spanish speaking candidates strongly encouraged to apply, proficiency in English required

Compensation & Benefits

• Competitive Hourly Rate: $18.50-$21/hour
• Comprehensive Health Coverage (Medical Insurance, Dental Insurance, Vision Insurance) + Life and Disability Insurance
• Flexible Spending Accounts (FSA)
• Competitive Paid Time Off and holiday allowances
• Generous 401k Retirement Plan with employer contributions/matching
• Referral Program

Schedule & Location

• Schedule: Monday-Friday, 8:30am - 5:00pm
• Location: 1233 W. Adams St. Chicago, IL 60607

Why Join Blue Bird Day?

At Blue Bird Day, you'll join a team that values collaboration, professional growth, and high-quality care. You will directly support our mission of empowering children with neurodiverse needs to thrive.

Salary: $18.25 - $21.00 per year