Administrative Assistant Manager

Raden Wellness; Highwood (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

Raden Wellness in Highwood, IL is searching for a dedicated front desk/administration team leader to enhance patient experiences and manage office operations. The ideal candidate should possess strong customer service skills and experience in a medical setting.

This role requires a proactive individual passionate about health and wellness, familiar with various medical office software, and able to maintain organized procedures. Join a progressive team dedicated to patient care!

Qualifications

• 3+ years of post-graduate experience in a medical office.
• Manager or assistant manager experience.
• Customer service experience preferred.

Responsibilities

• Schedule and coordinate care for patients and providers.
• Educate patients on treatment plans and services.
• Optimize patient experience through effective communication.
• Manage office operations including EMR and billing.
• Train new administrative staff on procedures.
• Engage with patients in a professional manner.

Skills

Attention to detail

Organizational skills

Customer service experience

Medical office software proficiency

Communication skills

Tools

Microsoft Office

EMR software

Job description

We have two locations in Highwood and Lincoln Park, IL. This position will be located in the Highwood office. Training will be located in both locations for approximately 30 days/as needed.

Job Overview

We are looking for an individual with a passion for health and wellness to lead our front desk/administration team. A successful candidate should have strong attention to detail, excellent organizational and communication skills, customer service experience, medical office experience, and a proficiency in a variety of medical office software.

We work in a pioneering environment where initiative and enthusiasm are essential. Looking for forward‑thinking individuals to apply.

Responsibilities

• Schedules and coordinates care for patients and their providers
• Provides education to patients on treatment plans, services, and protocols as needed
• Communicates and demonstrates Raden’s wellness mission and values to prospective patients
• Works diligently to optimize patient experience at every opportunity
• Organizes and implements office operations and procedures including EMR, filling orders and shipping, staff training, admin team oversight, lab orders, etc.
• Schedules patient appointments, charges for appointments, enters new/updated pricing, and enters new programs into an EMR system
• Accounts Receivable/Accounts Payable responsibilities including invoicing, billing and account management
• Addresses patient questions, concerns, or issues and triages to appropriate medical and support staff
• Answer patient phone calls and and emails in a professional, educational, and enthusiastic manner
• Engages in patient follow‑up, including lab orders, prescriptions, test results and supplement orders
• Relevant vendor account set up and management
• Third‑party laboratory account set up, training, and implementation
• Electronic submission of prior authorizations required for certain medications and appeals, if/when applicable
• Training new administrative staff on EMR, policies, protocols, and provider information
• Assisting new practitioners in becoming familiar with EMR systems and processes
• Back‑end organization and efficiency by creating templates, improving methodology, and procedure improvements
• Ability to use discretion while working with patient’s sensitive information
• Participates in events, fosters business relationships, and assists in producing event and marketing ideas
• Assist management with projects, employee reviews, and new practice roll‑outs as needed
• Oversees inventory and office supplements/supplies
• Greet and attend to patients in person when arriving for appointments or pick‑up orders
• Professionally assist providers, staff, visitors, and patients
• Maintain product inventory such as checking supplies and restocking shelves
• Perform all duties within HIPAA and OSHA regulations
• Work closely with an assigned provider to address patient follow‑up and next steps
• Assisting with preparation or attending events as needed
• Other duties as assigned by manager

Skills

• Microsoft Office systems including Word, Excel, and Google Suite
• Experience using medical office or practice management EMR software
• Creative mind with the ability to suggest improvements
• Excellent customer service and communication skills
• Ability to navigate and multi‑task in a fast paced environment
• Effectively communicate with clients and staff
• Innovative thinker with strong conceptual and problem‑solving skills
• Meticulous attention to detail with the ability to prioritize
• Strong organizational, documentation, administrative, and planning skills
• Ability to work under pressure and react effectively to emergency situations
• Passionate about Health & Wellness
• Excited about joining a growing, progressive integrative medical company

Qualifications:

• 3+ years of post‑graduate experience in a medical office
• Manager or assistant manager experience
• Customer service experience preferred

Schedule:

• Monday to Friday 8am-5pm (45 min lunch break)
• Weekends (occasional/as needed for events)