Clinical Office Assistant Lead - Rehab

Advocate Health; Mequon (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

Advocate Health in Mequon, WI seeks an experienced Clinical Office Assistant to coordinate office workflows, schedule appointments, answer calls, and maintain records. The role supports physicians and staff, and may involve HR-related tasks, data collection, and reporting.

The position requires strong Microsoft Office skills, excellent communication, and a focus on customer service and service recovery in a dynamic clinical environment.

Qualifications

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

Responsibilities

• Coordinate operational workflow of clinical office staff; distribute workload and staff assignments for efficiency.
• Assist supervisor with HR tasks including interviews, orientation, staff development, feedback, and morale.
• Perform clerical duties: reception, calls, scheduling, data entry, billing, records, reports, and data gathering.
• Act as a resource for department staff and physicians, supporting policy development and service management.

Skills

Microsoft Office proficiency

Project coordination

Interpersonal communication

Customer service

Education

High School Graduate

Job description

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.