Clinical Office Assistant- Outpatient Rehab

Advocate Health; Aurora (IL); On-site; USD 32,000 - 46,000; Full time

Job summary

Advocate Health's Aurora Medical Group is seeking a Clinical Office Assistant to support providers, patients, and staff in a busy ambulatory setting. You will handle front-desk tasks, scheduling, and medical records, ensuring a compassionate, efficient patient experience.

Responsibilities include greeting visitors, updating calendars, managing referrals, processing co-pays, and coordinating administrative operations.

Qualifications

• High School Diploma or GED is required.
• Typically requires 1 year of experience in scheduling, customer service, and administrative/clerical support duties.

Responsibilities

• Greet visitors, check-in patients, collect co-payments, and answer routine inquiries.
• Manage provider calendars, book patient visits, and coordinate external referrals or appointments.
• Answer calls, screen inquiries, and triage clinical messages to appropriate staff.
• Assemble, copy, process, and release patient charts in coordination with Medical Records.
• Sort mail, manage office supplies, maintain equipment, and coordinate logistics for meetings.
• Update registries, compile basic administrative reports, and process billing or reimbursement forms.
• Process patient registrations, complete medical referrals, and track required insurance re-authorizations.

Skills

Scheduling

Customer service

Administrative support

Education

High School Diploma or GED

Job description

Job Description Summary:

Provides administrative support for department staff, physicians and managers, which includes but is not limited to scheduling, reception, document preparation and distribution, file maintenance, medical records, billing and admitting of patients in a clinic, office, or department setting where patients, physicians, and office staff interact.

Where You Will Work

Aurora Medical Group (AMG) is part of Advocate Health, one of the nation’s largest nonprofit health systems. With more than 350 locations across Illinois and Wisconsin, AMG offers a wide range of specialties and services, including primary care, medical and surgical care, pediatrics, women’s health, behavioral health, and more. Our team is dedicated to delivering exceptional care and improving health outcomes in the communities we serve. Joining AMG means being part of a collaborative, patient-focused environment where innovation and quality care thrive.

We're Looking For:

• High School Diploma or GED required.

• Typically requires 1 year of experience in performing scheduling, customer service, and administrative/clerical support duties.

What You'll Do:

Office Hours: Monday-Thursday 6:15am-7pm, Friday 6:15am-4pm, no weekends

As a Clinical Office Assistant, you’ll play a vital role in the care team - supporting providers, connecting with patients, and helping ensure a seamless, compassionate experience every day.

As a key member of the ambulatory care team, you will execute:

• Patient Care Reception: Greet visitors, check-in patients, collect co-payments, and answer routine inquiries.

• Appointment Scheduling: Manage provider calendars, book patient visits, and coordinate external referrals or appointments.

• Phone Management: Answer calls, screen inquiries, and accurately triage clinical messages to appropriate staff.

• Medical Records Handling: Assemble, copy, process, and release patient charts in coordination with Medical Records.

• Administrative Operations: Sort mail, manage office supplies, maintain equipment, and coordinate logistics for meetings.

• Data & Reporting: Update registries, compile basic administrative reports, and process billing or reimbursement forms.

• Insurance Coordination: Process patient registrations, complete medical referrals, and track required insurance re-authorizations.

About This Location:

1221 N. Highland Ave. Aurora, IL

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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.