Clinical Office Assistant

Advocate Aurora Health; Mequon (WI); On-site; USD 22,000 - 28,000; Full time

Job summary

Advocate Health in Mequon, WI seeks a detail-oriented administrative professional to greet patients, collect co-pays, and manage calendar scheduling. You will coordinate appointments with departments, prepare documents, and support billing and records management in a busy clinic setting.

The role requires strong Microsoft Office skills, excellent communication, and the ability to multi-task in a fast-paced environment. Prior scheduling and customer service experience is preferred.

Qualifications

• High School Graduate.
• Typically requires 1 year of scheduling, customer service, and admin/clerical support.
• Proficient in Microsoft Office and data entry.
• Ability to multi-task and maintain calendars.

Responsibilities

• Greets patients and visitors, collects co-payments, and responds to routine information requests.
• Schedules and maintains calendars; coordinates agendas, site selection, meals, AV setups and document prep.
• Schedules patients and enters data; coordinates with physician offices as needed.
• Answers calls, screens triage clinical questions and resolves issues.
• Assembles and releases patient records; liaises with Medical Records for notes/information.
• Generates and distributes basic reports; updates existing reports.
• Opens mail, operates office equipment, orders supplies as needed.
• Completes referrals and re-authorizations; handles patient registration and required information.
• Processes billing/reimbursement forms; maintains logs and data for reports.

Skills

Multi-tasking

Customer service

Communication

Organization

Office equipment

Education

High School Diploma

Tools

Microsoft Office

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.