Clinical Office Assistant- Outpatient Rehab

125 Advocate Health and Hospitals Corporation; Aurora (IL); On-site; USD 59,600,000 - 89,401,000; Full time

Benefits offered by this job

Benefits Eligible

Job summary

Advocate Health's Aurora Medical Group is seeking a Clinical Office Assistant to support outpatient rehabilitation services. The role offers full-time hours, Monday–Thursday early shifts and Friday hours, with no weekends.

You will greet patients, schedule visits, manage calls, handle medical records, and assist with billing and referrals in a fast-paced clinic setting. Ideal candidates have a high school diploma/GED and about 1 year of relevant experience in scheduling, customer service, and

Qualifications

• High School Diploma or GED required with about 1 year of scheduling, customer service and clerical support experience.
• Experience supporting department staff, physicians and managers in a clinic or office setting is preferred.
• Familiarity with medical records handling and billing/reimbursement processes is a plus.

Responsibilities

• Patient Care Reception: greet visitors, check-in patients and collect co-payments.
• Appointment Scheduling: manage calendars, book visits, coordinate referrals.
• Phone Management: answer calls, triage messages for staff.
• Medical Records Handling: assemble and release patient charts per policy.
• Administrative Operations: manage mail, supplies, and meeting logistics.
• Data & Reporting: update registries and basic administrative reports.
• Insurance Coordination: registrations, referrals, and re-authorizations.

Skills

Scheduling

Customer service

Administrative/clerical support

Medical office coordination

Education

High School Diploma or GED

Job description

Department: 10010 Rehabilitation Services: IL - Administration Status: Full time Benefits Eligible: Yes Hours Per Week: 40 Schedule Details/Additional Information: This position supports physical and occupational therapists in the outpatient rehab setting. Schedules are published monthly, flexibility needed. Operating hours opening shift starts at 6:15am, office closes at 7pm Monday-Thursday. Operating hours Friday 6:15am-4pm. Closed Weekends, no weekend work.

Pay Range: $20.80 - $31.20

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

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.

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. This is Transformation One shared purpose brought us together. Now, as one of the 10 largest not-for-profit, integrated health systems in the United States, our combined strength and stability drives us forward. Starting with You Caring for nearly 3 million people has inspired a transformation. One in which the patient’s experience guides our vision and empowers us to offer new possibilities in our communities. Reshaping Access What is access? It’s offering more sites of care than any other health system in the Midwest. But there’s a new frontier. Access is exploring the latest technologies to deliver care to patients exactly where they are and exactly when they need it Inspiring Professionals With our dynamically inclusive workforce and strong connections to the places we live and work, we’ll touch more lives and contribute to stronger and more vibrant communities. Transforming Care We’re redefining the standard for care with world-class doctors and caregivers, innovative solutions, outstanding outcomes, and leading-edge research and clinical trials. Combined, Advocate and Aurora are recognized for clinical excellence in: Cardiovascular Care Neurosciences Gynecology Oncology Pediatrics Primary Care Neurology Geriatrics Trauma Care.