Clinical Office Assistant (COA), Pulmonary Services

Advocate Health; Milwaukee (WI); On-site; USD 22,000 - 30,000; Full time

Job summary

Aurora Medical Group in Milwaukee, part of Advocate Health, is seeking a Clinical Office Assistant to support providers, patients, and the ambulatory care team. This role features a Monday–Friday schedule from 8am to 5pm, with no weekends or holidays, and a patient-centered environment.

You will handle front-desk tasks, appointment coordination, medical records processing, insurance re-auths tracking, and basic billing support, contributing to a seamless, compassionate patient experience.

Qualifications

• High School diploma or GED required.
• Approximately 1 year of experience in scheduling, customer service and clerical duties.
• Ability to work Monday–Friday 8am–5pm.

Responsibilities

• Greet patients at reception, check-in, collect co-pays and answer routine inquiries.
• Manage provider calendars, schedule visits and coordinate referrals.
• Answer calls, triage messages and coordinate with staff.
• Assemble, copy, process, and release patient charts with Medical Records.
• Handle mail, supplies, equipment and meeting logistics.
• Compile basic administrative reports and assist with billing/reimbursement forms.
• Process registrations and track insurance re-authorizations.

Skills

Scheduling

Customer service

Administrative tasks

Education

High School Diploma or GED

Job description

Where You Will Work

Aurora Medical Group (AMG) is part of Advocate Health, one of the nation’s largest nonprofit health systems. With more than 350 locations across Illinois and Wisconsin, AMG offers a wide range of specialties and services, including primary care, medical and surgical care, pediatrics, women’s health, behavioral health, and more. Our team is dedicated to delivering exceptional care and improving health outcomes in the communities we serve. Joining AMG means being part of a collaborative, patient-focused environment where innovation and quality care thrive.

We’re Looking For:

• High School Diploma or GED required.
• Typically requires 1 year of experience in performing scheduling, customer service, and administrative/clerical support duties.

What You’ll Do:

Schedule: Monday- Friday, no weekends or holidays. Scheduled hours would be during clinic hours, approximately 8am- 5pm.

As a Clinical Office Assistant, you’ll play a vital role in the care team – supporting providers, connecting with patients, and helping ensure a seamless, compassionate experience every day.

As a key member of the ambulatory care team, you will execute:

• Patient Care Reception: Greet visitors, check-in patients, collect co-payments, and answer routine inquiries
• Appointment Scheduling: Manage provider calendars, book patient visits, and coordinate external referrals or appointments.
• Phone Management: Answer calls, screen inquiries, and accurately triage clinical messages to appropriate staff.
• Medical Records Handling: Assemble, copy, process, and release patient charts in coordination with Medical Records.
• Administrative Operations: Sort mail, manage office supplies, maintain equipment, and coordinate logistics for meetings.
• Data & Reporting: Update registries, compile basic administrative reports, and process billing or reimbursement forms.
• Insurance Coordination: Process patient registrations, complete medical referrals, and track required insurance re-authorizations.

Your feedback matters. Every teammate’s voice is vital in shaping our culture and improving care. We value your insights and experiences because they help us grow stronger together.

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.