Clinical Office Assistant (COA) Hyperbaric & Wound Care Clinic

Advocate Aurora Health; Town of Oconomowoc (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

Advocate Health is seeking an administrative assistant to greet patients and visitors, collect payments, and handle routine information requests. The role schedules appointments, coordinates calendars and travel logistics, and ensures accurate data entry into the patient system.

Responsibilities include answering calls, triaging clinical inquiries, handling medical records requests, and producing basic reports.

Qualifications

• Proficient in Microsoft Office (Excel, PowerPoint, Access, Word).
• Strong multitasking and data entry skills.
• Excellent written and verbal communication.

Responsibilities

• Greets patients and visitors, collects insurance co-payments, and responds to routine information requests.
• Schedules and maintains calendars for appointments, meetings, and travel; coordinates related logistics.
• Enters patient information into the system and coordinates with physician offices as needed.
• Answers calls, triages clinical calls, and handles problems appropriately.
• Assembles and releases patient medical records and works with Medical Records for notes/information.
• Generates and distributes basic reports; maintains department logs and reports.

Skills

Microsoft Office

Education

High School Diploma

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.