Clinical Office Assistant Lead - Rehab

aah; Mequon (WI); On-site; USD 30,000 - 45,000; Full time

Job summary

Advocate Health Mequon is seeking a Clinical Office Assistant to coordinate the outpatient rehabilitation clinic’s front desk and administrative workflows. This full-time role supports multiple Wisconsin locations and requires strong MS Office skills, excellent communication, and a proactive approach to service delivery.

The position involves scheduling, data entry, billing, medical records, and reports; managing invoices and co-pays, coordinating staff schedules, and assisting with HR tasks

Qualifications

• Intermed/advanced computer skills with Microsoft Office (Word, Excel, PowerPoint).
• Demonstrated project coordination skills.
• Excellent interpersonal, written, and verbal communication skills.
• Demonstrated customer service skills including service recovery.

Responsibilities

• Coordinates operational workflow of clinical office staff.
• Distributes workload and staff assignments for optimum efficiency.
• In collaboration with supervisor, maintains daily clinical office levels.
• Assists supervisor with HR responsibilities including interviewing and orientation.
• Performs Clinical Office Assistant duties: receptionist, scheduling, data entry, billing, medical records, and reports.
• Gathers, compiles, and summarizes data for supervisor's requests.
• Assists in monitoring, tracking, and analyzing data; collects insurance co-pays.
• Oversees ordering of department supplies and budget awareness.
• May travel to nearby sites as needed.

Skills

MS Office

Project coordination

Customer service

Communication

Education

High School Graduate

Job description

Department: 05602 AAH Mequon Sports Health - Outpatient Rehabilitation

Status: Full time

Benefits Eligible: Yes

Hours Per Week: 40

Schedule Details/Additional Information: This position is based out of the physical therapy department at Mequon (Athlete Performance) and supports the following locations:

• Grafton (Cedar Creek)
• Grafton (N Port Washington Rd)
• Mequon (Athlete Performance)
• Mequon (Liebau Rd)
• Port Washington
• Wauwatosa (Mayfair)

Schedule: Monday-Friday 8am-4:30pm

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. Gather, 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

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