Clinical Practice Assistant/Scheduler

aah; West Allis (WI); On-site; USD 43,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid time off

Professional development

Job summary

Advocate Health in West Allis, WI is seeking an experienced Administrative Scheduling Specialist to support the Cardiology Clinic. This full-time role focuses on coordinating provider schedules, patient appointments, and day-to-day admin tasks to maintain clinic efficiency. The position requires 1 year of relevant experience, proficiency with Microsoft Office, and strong organizational skills.

Schedule is Mon-Fri, 8:00 a.m.–4:30 p.m. with no nights, weekends, or holidays; travel to St.

Qualifications

• Typically requires 1 year of experience in scheduling, customer service and administrative/clerical support.
• Proficient in Microsoft Office (Excel, PowerPoint, Access, Word) and data entry.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication; ability to relate to all people.

Responsibilities

• Greets patients and visitors, collects co-payments, and answers routine information requests.
• Schedules and maintains calendar of appointments and travel; coordinates related admin tasks.
• Enters patient information into the computer system and coordinates with physicians' offices.
• Answers calls, triages clinical calls, and resolves problems appropriately.
• Assembles and releases patient records; generates and distributes reports as needed.
• Opens mail and operates office equipment; orders supplies as needed.
• Completes referrals and registrations; processes authorizations and reimbursement forms.
• Gathers data for reports and may assist with training and meetings.

Job description

Department:

02050 AMG WA POT Specialty Clinic - Cardiology

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

Home base is West Allis, supporting the Cardiology Clinic Monday-Friday, 8:00 a.m.- 4:30 p.m., with no nights, weekends, or holidays. This position primarily supports Dr. Broihier and Dr. Gardezi, while also providing on-site support to Dr. Ammar and Dr. Schulgit when they are seeing patients at the West Allis location. Responsibilities include supporting provider schedules and templates, appointment coordination, and other day-to-day administrative needs to help maintain efficient clinic operations. Occasional travel to St. Lukes may be required for training, meetings, or other departmental needs.

Pay Range:

$20.80 - $31.20

Major Responsibilities:

• Greets patients and visitors in a prompt, courteous, and helpful manner, collects insurance co-payments, and responds to routine requests for information.
• Schedules and maintains calendar of appointments, meetings, and travel. Coordinates related administrative aspects such as agendas, site selection, food/beverage selections, audio-visual arrangements, and document preparation.
• Schedules patients and enters information into the computer system. Coordinates patient appointments with other areas or physician offices as needed.
• Answers and screens telephone calls, triages clinical calls and resolves problems appropriately.
• Assembles, copies, and releases patient medical records. Works with Medical Records Department regarding requests for notes/additional information.
• Generates basic reports, modifies/updates existing reports, and distributes reports as needed.
• Opens, sorts, and distributes mail and department documents efficiently. Operates and maintains office equipment (fax, printer, photocopier, etc.) and may order office supplies.
• Completes referrals, tracks, and follows up on need for re-authorizations, processes patient registration, and obtains required information.
• May process billing/reimbursement forms and other department records. Maintains logs and reports; performs simple calculations as needed. Assists with gathering, organizing, and compiling data for reports, meetings, etc.

Licensure, Registration, and/or Certification Required:

None Required.

Education Required:

High School Graduate.

Experience Required:

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

Knowledge, Skills & Abilities Required:

• Ability to multi-task, route calls, greet patients, and maintain a schedule of appointments/meetings.
• Proficient in the use of Microsoft Office (Excel, Power Point, Access and Word) or similar products, including maintaining, tracking, and entering data in a database and/or spreadsheet software.
• Strong organizational skills and attention to detail.
• Ability to effectively communicate (written, and verbal), build rapport, and relate to all people.
• Ability to operate standard office equipment.

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.

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

Advocate Health is the third-largest nonprofit, integrated health syste