Clinical Office Assistant Lead - Rehab

Hugh Chatham Health; Franklin (WI); On-site; USD 30,000 - 45,000; Full time

Benefits offered by this job

Paid Time Off

Health and welfare benefits

Flexible Spending Accounts

Adoption assistance

Retirement plans

Educational assistance

Job summary

Advocate Health in Wisconsin is seeking a full-time Clinical Office Assistant for the Franklin area. The role supports the Ortho - Outpatient Rehabilitation department across multiple Franklin and West Allis locations, with a 40-hour work week and 7:30am–6pm schedule.

Primary duties include receptionist tasks, scheduling, data entry, billing, medical records, and coordinating departmental operations. Strong MS Office skills and 5 years of clerical experience are preferred.

Qualifications

• High School Graduate required.
• Intermediate to advanced computer skills with Microsoft Office (Word, Excel, Access, PowerPoint).
• Excellent interpersonal, written, and verbal communication skills are essential.
• Demonstrated customer service skills including service recovery.

Responsibilities

• Coordinates operational workflow of clinical office staff to ensure efficient daily operations.
• Assists supervisor with HR tasks such as interviewing and new employee orientation.
• Performs clerical duties including reception, scheduling, data entry, billing, and medical records.
• Maintains files, logs, and reports; supports data collection for reports and meetings.
• Oversees supplies and budget awareness; coordinates equipment maintenance and repairs.
• Resolves customer concerns and identifies improvement projects for the department.
• Gathers data for analysis as requested; assists in monitoring and reporting as needed.

Skills

MS Office

Project coordination

Interpersonal communication

Customer service

Education

High School Graduate

Job description

Department

05602 AAH Franklin: Ortho - Outpatient Rehabilitation

Department

05602 AAH Franklin: Ortho - Outpatient Rehabilitation

Status

Full time

Benefits Eligible

Yes

Hours Per Week

40

Schedule Details/Additional Information

This position is based at Franklin (9120 Loomis Rd) and supports the following locations:

• Franklin (9120 Loomis Rd)
• Franklin (9200 Loomis Rd)
• West Allis Ground Floor
• West Allis Neuro
• West Allis Pelvic Health
• West Allis Suite 506
• Greenfield (84 South)

Schedule

Monday - Thursday 7:30am-6pm

Pay Range

$21.85 - $32.80

Major Responsibilities

• Coordinates operational workflow of clinical office staff. Distributes workload and staff assignments as necessary for optimum efficiency. In collaboration with supervisor, maintains daily clinical office levels.
• Assists supervisor with human resource responsibilities which may include: interviewing and selection of new employees, new employee orientation, staff development, providing performance feedback, resolution of employee concerns, and employee morale.
• Performs Clinical Office Assistant duties based on department's needs including: reception, answering, screening and triaging telephone calls, scheduling appointments, data entry, billing, medical records, maintaining files, logs and reports, assisting with gathering, organizing, and compiling data for reports, meetings, etc., collecting insurance co-payments, and other general clerical functions.
• Serves as a resource for all department personnel and physicians, including problem solving, office policy/procedure development, customer relations, promotion of service management, and implementation of department changes.
• May schedule and maintain calendar of appointments, meetings, and travel and coordinate related administrative aspects such as agendas, site selection, food/beverage selections, audio-visual arrangements, and document preparation. May conduct regularly scheduled staff meetings, huddles and/or arrange training and education programs.
• Oversees ordering of department supplies and maintains awareness of budget constraints for supplies. Monitors department office equipment and troubleshoots minor problems. Independently arranges for routine equipment maintenance or repairs.
• Resolves basic to intermediate customer concerns and complaints.
• Identifies and independently plans, develops, and implements additional projects or reports which may be useful to the department.
• Gathers, compiles, and summarizes data/information for analysis per supervisor's request. Assists in monitoring, tracking, and analyzing data.

Licensure, Registration, And/or Certification Required

• None Required.

Education Required

• High School Graduate.

Experience Required

• Typically requires 5 years of experience in secretarial/clerical support.

Knowledge, Skills & Abilities Required

• Intermediate to advanced computer skills with Microsoft office products (i.e. Word, Excel, Access, PowerPoint).
• Demonstrated project coordination skills.
• Excellent interpersonal, written, and verbal communication skills are essential.
• Demonstrated customer service skills including service recovery.

Physical Requirements And Working Conditions

• Ability to sit, walk, stand, bend, and lift frequently throughout the workday. Occasionally lifts items weighing up to 20 lbs.
• Operates all equipment necessary to perform the job.
• Exposed to a normal office environment.
• Position may require travel, may be exposed to road and weather hazards.

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 Commitment To You

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.