Clinical Office Assistant Float - Rehab

Hugh Chatham Memorial Hospital; Town of Grafton (WI); On-site; USD 29,000 - 43,000; Full time

Benefits offered by this job

Benefits eligible

40 hours/week

Job summary

Advocate Health Hospital in Wisconsin seeks an Administrative Assistant for Outpatient Rehabilitation. The role supports scheduling, patient check-in, and front-desk duties across facilities including St Luke's, Sinai, and nearby clinics. 40 hours weekly, full-time, with a 6am-7pm shift window.

Responsibilities include coordinating calendars, handling co-pays, filing records, and generating reports. Requires a High School Diploma and about 1 year of admin/customer service experience.

Qualifications

• High School Graduate.
• Typically 1 year of scheduling, customer service, and administrative/clerical support duties.

Responsibilities

• Greets patients and visitors, collects co-payments, and responds to routine information requests.
• Schedules and maintains calendar of appointments, meetings, and travel; coordinates related administrative tasks.
• Schedules patients and enters information into computer systems; coordinates with physicians/offices as needed.
• Answers and screens telephone calls, triages clinical inquiries, resolves problems.
• Assembles, copies, and releases patient records; coordinates with Medical Records for notes/information.
• Generates, updates, and distributes basic reports as needed.
• Operates office equipment and maintains supplies; handles mail and department documents.
• Completes referrals, tracks re-authorizations, processes patient registration, and gathers required information.

Skills

Scheduling

Customer service

Microsoft Office

Communication

Multitasking

Education

High School Graduate

Tools

Microsoft Office

Job description

Department:

05602 AAH Multi Site - Outpatient Rehabilitation

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

This position provides coverage to the physical therapy departments at the following hospitals and surrounding area clinics: St Luke's, Sinai, South Shore, West Allis, Grafton, Summit, Mount Pleasant. The schedule varies Monday-Friday between the hours of 6am-7pm.

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 CommitmenttoYou:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

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.