Business Office Clerical Assistant- Pewaukee

Orthowisconsin; City of Pewaukee (WI); On-site; USD 19,000 - 25,000; Part time

Job summary

Orthopaedic Associates of Wisconsin is seeking a part-time Business Office Clerical Assistant to provide administrative support in the Pewaukee clinic. You will handle daily claims, mail and fax processing, document distribution, and record management while maintaining HIPAA compliance.

This in-person role requires attention to detail, strong organization, and the ability to work in a fast-paced environment with the Business Office Lead and staff.

Qualifications

• High school diploma or equivalent required.
• Healthcare or medical office experience preferred; Epic experience a plus.
• Proficiency with Microsoft Excel and Outlook.
• Strong attention to detail, organization, and time-management skills.
• Ability to prioritize and manage multiple tasks in a high-volume, fast-paced environment.
• Strong verbal and written communication skills with a professional approach to working with staff and management.
• Ability to work independently and collaboratively as part of a team.
• Flexibility and adaptability to changing priorities and departmental needs.
• Ability to maintain confidentiality and comply with HIPAA and applicable federal and state guidelines.
• Demonstrates accuracy, professionalism, and a commitment to completing assigned responsibilities and special projects.

Responsibilities

• Process the daily claim run, pull workers’ compensation patient notes from patient charts, and mail or fax claims as required.
• Work in the Incoming Faxes queue and distribute documents to the appropriate staff member in a timely manner.
• Sort and open daily mail and place items in the appropriate biller’s mail bins.
• Ensure the two primary printers are consistently stocked with white paper and claim paper.
• Upload record requests to payer portals and ensure documentation is submitted appropriately.
• Coordinate certified letter mailing and shipping needs for the clinic.
• Prepare refund checks for mailing.
• Assist with updating bad addresses identified in the weekly report.
• Pull and print itemized printouts for weekly collections files for the Business Office Lead.
• Pull and print required documents for court cases for the Business Office Lead.
• Participate in special projects and perform additional duties as assigned.

Skills

Attention to detail

Organization

Time management

Communication

Teamwork

Independence

Adaptability

Confidentiality

Professionalism

Multi-tasking

Education

High school diploma

Tools

Microsoft Excel

Microsoft Outlook

Epic

Job description

Description

Your Next Career Move Starts Here!

Join Orthopaedic Associates of Wisconsin and become part of a respected orthopedic practice where teamwork, excellence, and patient care come first. Your skills and attention to detail will play an important role in supporting the Business Office and helping OAW continue to provide an exceptional patient experience.

Work Where There Is a Difference—Excellence in Patient Care at Every Level

For over 40 years, Orthopaedic Associates of Wisconsin has been Wisconsin’s premier orthopedic practice, delivering exceptional patient care through innovation, expertise, and dedication. Our team includes highly skilled orthopedic surgeons and dedicated healthcare professionals who work together at the forefront of surgical advancements, rehabilitation, and patient education.

At OAW, we believe investing in our staff leads to better patient outcomes. When you join our team, you become part of an organization where your contributions truly make a difference.

Summary of Role

The Business Office Clerical Assistant provides administrative and clerical support to several areas within the Business Office. Daily responsibilities vary based on departmental needs and require flexibility, organization, attention to detail, and the ability to adapt in a fast-paced environment. The position maintains high standards of accuracy and professionalism while handling confidential information in accordance with HIPAA and applicable federal and state regulations.

Schedule:

Monday–Friday 25-28 Hours, In-person at the OAW Pewaukee Clinic

Key Responsibilities

• Process the daily claim run, pull workers’ compensation patient notes from patient charts, and mail or fax claims as required.
• Work in the Incoming Faxes queue and distribute documents to the appropriate staff member in a timely manner.
• Sort and open daily mail and place items in the appropriate biller’s mail bins.
• Ensure the two primary printers are consistently stocked with white paper and claim paper.
• Upload record requests to payer portals and ensure documentation is submitted appropriately.
• Coordinate certified letter mailing and shipping needs for the clinic.
• Prepare refund checks for mailing.
• Assist with updating bad addresses identified in the weekly report.
• Pull and print itemized printouts for weekly collections files for the Business Office Lead.
• Pull and print required documents for court cases for the Business Office Lead.
• Participate in special projects and perform additional duties as assigned.

The responsibilities listed above reflect the general duties and essential functions of the position and are not intended to represent an exhaustive list of duties that may be assigned.

Requirements

Qualifications

• High school diploma or equivalent required.
• Previous healthcare or medical office experience preferred; Epic experience a plus.
• Proficiency with Microsoft Excel and Outlook.
• Strong attention to detail, organization, and time-management skills.
• Ability to prioritize and manage multiple tasks in a high-volume, fast-paced environment.
• Strong verbal and written communication skills with a professional approach to working with staff and management.
• Ability to work independently and collaboratively as part of a team.
• Flexibility and adaptability to changing priorities and departmental needs.
• Ability to consistently meet quality, productivity, and time-management expectations.
• Ability to maintain confidentiality and comply with HIPAA and applicable federal and state guidelines.
• Demonstrates accuracy, professionalism, and a commitment to completing assigned responsibilities and special projects.

Work Environment

This is an in-person position based at the OAW Pewaukee Clinic. The schedule is Monday-Friday, between 25-28 hours per week.

An individual in this position must be able to perform the essential duties and responsibilities of the position successfully. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of the position.