Clinical Office Assistant Lead - Rehab

Aurora Health Care; Mequon (WI); On-site; USD 40,000 - 55,000; Full time

Job summary

Aurora Health Care in Wisconsin is seeking a Clinical Office Assistant to coordinate the workflow of the clinical office staff and maintain daily office levels in collaboration with a supervisor. You will handle reception, calls, scheduling, data entry, and billing as part of a busy ambulatory setting.

The role emphasizes HR support, staff development, performance feedback, and customer service, with opportunities to develop processes and reports, and to work with physicians and department staff

Qualifications

• Intermediate to advanced computer skills with Microsoft Office products (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

• Coordinates operational workflow of clinical office staff to ensure efficiency.
• Distributes workload and staff assignments; maintains daily clinical office levels with supervisor.
• Assist supervisor with HR responsibilities including interviewing, orientation, staff development, performance feedback, and morale.
• Performs Clinical Office Assistant duties: reception, answering, scheduling, data entry, billing, records, clerical tasks.
• Serves as a resource for department personnel and physicians, supporting policy/procedure development and service management.
• May schedule and maintain calendars, meetings, travel, and coordinate related administrative aspects.
• Oversees ordering of department supplies and budget awareness; coordinates routine equipment maintenance.
• Resolves customer concerns and complaints; supports data gathering and reporting.
• Identifies and implements additional projects or reports useful to the department.

Skills

Interpersonal skills

Written communication

Verbal communication

Project coordination

Education

High School Graduate

Tools

Microsoft Office

Job description

• 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.

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.