Clinical Office Assistant

Hugh Chatham Memorial Hospital; Manitowoc (WI); On-site; USD 59,600,000 - 89,401,000; Part time

Job summary

Advocate Health is seeking an Administrative Assistant to support the Outpatient Rehabilitation team in Manitowoc County. The role handles scheduling, welcomes patients, collects co-pays, and coordinates calendar activities in a fast-paced clinic setting.

Located in Manitowoc, this part-time position requires strong organizational and communication skills, proficiency with Microsoft Office, and prior scheduling/administrative experience.

Qualifications

• Ability to multi-task, route calls, greet patients, and maintain a schedule of appointments/meetings.
• Proficient in Microsoft Office (Excel, PowerPoint, Access and Word) or similar products, including data entry in databases/spreadsheets.
• Strong organizational skills and attention to detail.
• Ability to effectively communicate (written, and verbal).
• Ability to operate standard office equipment.

Responsibilities

• Greets patients and visitors, collects co-pays, responds to routine information requests.
• Schedules and maintains calendar of appointments and travel; coordinates related administrative aspects.
• Schedules patients and enters information into the computer system; coordinates with physician offices.
• Answers and screens calls, triages clinical calls as needed.
• Assembles and releases patient records; liaises with Medical Records for notes.

Skills

Multi-tasking

Greet patients

Microsoft Office

Communication

Office equipment

Education

High School Graduate

Tools

Microsoft Office Suite

Job description

Department: 37531 AMC Manitowoc County - Outpatient Rehabilitation: MOB

Status: Part time

Benefits Eligible: Yes

Hours Per Week: 20

Schedule Details/Additional Information

Clinic hours as early as 6:45 AM and as late as 6 PM, Monday-Thursday, as late as 5:30 PM Friday. No weekends, No holidays. Clinic locations Lakeside clinic (1111 Bayshore Drive, Manitowoc), Dewey St. clinic ( 3821 Dewey St.), Aurora Medical Center Manitowoc County Outpatient Physical Therapy Department ( 5000 Memorial Drive, Two Rivers). Exact days and times to be determined. Schedule is made in advance for several months. Training is provided.

Pay Range

$20.80 - $31.20

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.

Our Commitment to You

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

Note: Eligibility for programs listed above may depend on your FTE or status (e.g., full-time, part-time, per diem, temporary, etc.); please ask a Recruiter for more information during an interview.

About Advocate Health

Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.