Clinical Office Assistant (COA) - Ambulatory Services Clinic

Advocate Health; West Allis (WI); Presencial; USD 19.000 - 28.000; Jornada completa

Descripción de la vacante

Advocate Health is seeking an administrative professional to greet patients, collect payments, and manage daily scheduling and records. The role requires proficiency in MS Office, solid communication skills, and the ability to multitask in a fast-paced clinical office.

Responsibilities include coordinating appointments, handling referrals, and maintaining patient records while supporting reporting and administrative tasks as needed.

Formación

• High school diploma or equivalent required.
• Typically 1 year of experience in scheduling, customer service, and administrative/clerical support.
• Proficient with MS Office (Excel, Word, PowerPoint, Access) and data entry.
• Strong organizational and communication skills; attention to detail.

Responsabilidades

• Greet patients and visitors, collect insurance co-pays, and respond to routine inquiries.
• Schedule appointments and manage calendars; coordinate meetings and travel arrangements.
• Enter patient information into the computer system and coordinate with clinics as needed.
• Answer calls, triage clinical inquiries, and route to appropriate staff.
• Prepare and file patient records; generate basic reports and maintain logs.

Conocimientos

Multi-tasking

MS Office proficiency

Organizational skills

Communication

Customer service

Educación

High School Graduate

Herramientas

MS Office Suite

Data entry / database tools

Descripción del empleo

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.