Clerical Specialist Full-time Day

ScionHealth; Watertown (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

Watertown Regional Medical Center, part of ScionHealth, is seeking a Clerical Specialist – Physician Services to provide administrative and clerical support within our hospital setting. You will manage correspondence, filing, scheduling, and basic accounting tasks while delivering welcoming patient service.

We value strong communication, proficiency with medical office software, and accuracy in data entry. This role requires independent work, discretion, and the ability to handle multiple duties

Qualifications

• High school diploma or equivalent required or preferred.
• Experience in a medical office or physician practice is helpful.
• Proficiency with medical office software and ICD/CPT terminology is desirable.

Responsibilities

• Prepare and send/receive mail and manage filing systems.
• Greet visitors and direct patients and providers to appropriate staff.
• Answer phones, route messages, and maintain accurate contact records.
• Schedule meetings and appointments; coordinate calendars.
• Assist with basic accounting tasks such as invoice review and deposits.
• Maintain office supplies and organize workspace.
• Handle information requests by reviewing files and responding to inquiries.
• Monitor workflow and records of office activities across the department.
• Support day-to-day operations to ensure a welcoming patient environment.

Skills

Typing 35 wpm

Data entry

Customer service

Communication skills

ICD/CPT terminology

Office procedures

Independent work

Discretion and judgment

Education

High school diploma or equivalent

Tools

Medical office software

Job description

Description

Be part of

Be part of Watertown Regional Medical Center, an acute-care hospital in southeastern Wisconsin that consistently earns national awards for its high-quality care from the likes of Becker's Hospital Review, Chartis, Healthgrades, The Leapfrog Group, and parent company ScionHealth. Watertown Regional's exceptional care across multiple specialty services is also reflected in its numerous accreditations and certifications. Join our team and grow your career in a hospital where everyday excellence meets or exceeds expectations.

Job Summary

The Clerical Specialist – Physician Services provides administrative, clerical, and customer service support to ensure efficient operation of physician services within the hospital or clinic setting. This role includes responsibilities such as managing correspondence, maintaining files and records, scheduling, and handling basic accounting functions. The Clerical Specialist serves as the first point of contact for patients and visitors and contributes to maintaining a professional and welcoming environment.

Essential Functions

• Prepares statistical reports and general correspondence.
• Performs clerical tasks including sending and receiving mail, maintaining filing systems, photocopying, scanning, and faxing.
• Greets visitors, communicates with patients and providers, and directs them appropriately.
• Places, answers, and routes phone calls; takes and distributes messages.
• Organizes, schedules, and coordinates meetings and appointments.
• Maintains cleanliness and organization of the office space; monitors and orders office supplies.
• Responds to information requests by reviewing files and records and handling inquiries.
• Coordinates workflow and maintains records of office activities.
• Assists with basic accounting functions such as invoice review, deposit preparation, and petty cash handling.

Knowledge/Skills/Abilities/Expectations

• Critical thinking and ability to work independently with minimal supervision.
• Strong communication and customer service skills.
• Proficiency in medical office software and working knowledge of ICD and CPT terminology.
• Typing or data entry proficiency at 35 words per minute.
• Excellent grammar, spelling, punctuation, and understanding of business office procedures.
• Ability to read, comprehend, and follow oral and written instructions.
• Ability to exercise good judgment and discretion.
• Frequent bending, stooping, and climbing.
• Constant data entry and sitting.
• Occasional reaching and manual tasks involving paperwork and office equipment.
• Rare lifting of up to 25 pounds or more.
• Requires manual dexterity, eyesight correctable to 20/20, and normal hearing range.
• Fast-paced medical office setting with frequent interactions with staff and the public.
• Occasional exposure to acutely ill patients and communicable diseases.
• Rare exposure to biohazardous materials and hazardous chemicals.
• Standard office conditions with minimal environmental hazards.

Qualifications

Education

• High school diploma or equivalent preferred.

Licenses/Certifications

• None required at time of hire.

Experience

• One year of experience in a medical office or physician practice environment preferred.