Clinical Office Assistant

Advocate Health; Lincolnshire (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

Advocate Health in Illinois is seeking an administrative associate to greet patients, schedule appointments, manage calendars, and coordinate meetings.

You will handle phone triage, data entry, medical records support, basic reporting, and office operations using MS Office; strong organization and communication are essential.

Qualifications

• High school diploma or equivalent required.
• 1 year of experience in scheduling, customer service, and admin/clerical support.
• Proficient with Microsoft Office and data entry.
• Strong organizational and communication skills.

Responsibilities

• Greets patients and visitors promptly and courteously.
• Schedules and maintains appointment calendars and coordinates meetings.
• Answers and screens calls, triages clinical inquiries as appropriate.
• Maintains patient records and assists with releasing records.
• Generates basic reports and distributes them as needed.
• Operates office equipment and manages mail/document flow.
• Handles referrals, re-authorizations tracking, and patient registrations.
• Performs data gathering and basic reporting for meetings.
• Assists with billing/reimbursement forms and department records.

Skills

Multi-tasking

Customer service

Scheduling

Microsoft Office

Education

High School Diploma

Tools

Excel

PowerPoint

Access

Word

Job description

Major Responsibilities:

• Greets patients and visitors in a prompt, courteous, and helpful manner, collects insurance co-payments, and responds to routine requests for information.
• Schedules and maintains calendar of appointments, meetings, and travel. Coordinates related administrative aspects such as agendas, site selection, food/beverage selections, audio-visual arrangements, and document preparation.
• Schedules patients and enters information into the computer system. Coordinates patient appointments with other areas or physician offices as needed.
• Answers and screens telephone calls, triages clinical calls and resolves problems appropriately.
• Assembles, copies, and releases patient medical records. Works with Medical Records Department regarding requests for notes/additional information.
• Generates basic reports, modifies/updates existing reports, and distributes reports as needed.
• Opens, sorts, and distributes mail and department documents efficiently. Operates and maintains office equipment (fax, printer, photocopier, etc.) and may order office supplies.
• Completes referrals, tracks, and follows up on need for re-authorizations, processes patient registration, and obtains required information.
• May process billing/reimbursement forms and other department records. Maintains logs and reports; performs simple calculations as needed. Assists with gathering, organizing, and compiling data for reports, meetings, etc.

Licensure, Registration, and/or Certification Required:

• None Required.

Education Required:

• High School Graduate.

Experience Required:

• Typically requires 1 year of experience in performing scheduling, customer service, and administrative/clerical support duties.

Knowledge, Skills & Abilities Required:

• Ability to multi-task, route calls, greet patients, and maintain a schedule of appointments/meetings.
• Proficient in the use of Microsoft Office (Excel, Power Point, Access and Word) or similar products, including maintaining, tracking, and entering data in a database and/or spreadsheet software.
• Strong organizational skills and attention to detail.
• Ability to effectively communicate (written, and verbal), build rapport, and relate to all people.
• Ability to operate standard office equipment.

Physical Requirements and Working Conditions:

• Ability to sit, walk, stand, bend, and lift frequently throughout the workday.
• Must be able to occasionally lift items weighing up to 20 lbs.
• Must have functional speech, vision, and hearing.
• Operates all equipment necessary to perform the job.
• Exposed to a normal office environment.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.