Summary  

The Administrative Assistant acts as a liaison between their assigned physician and patients/families, staff, primary care physicians and other specialists, attorneys, vendors etc. This role ensures that physician schedules are in accordance with their protocols/needs and that the schedule provides for a smooth/effective delivery of patient care; coordinates incoming physician-related phone calls; and, as requested, assists the physician in the coordination of personal responsibilities in an effort to ensure that the professional requirements of the physician’s workday are met.

Responsibilities

• Physician Liaison Activities
• Responds to incoming phone calls and determines the best method for resolution of caller’s needs through the identification of the most appropriate respondent (i.e. physician, physician assistant, clinical/nursing staff, etc). Channels requests appropriately in an effort to ensure resolution.
• Secures charts related to diagnostic tests, physical/occupational therapy reports, etc. and discusses issues with physicians. Relates physician information back to patient/requestor. Completes chart notes, as appropriate.
• Appointment Scheduling
• Registers and assists in scheduling of appointments for new/established patients.
• Arranges for legal depositions, ensuring that all patient records are available prior to the deposition.
• Correspondence/Clerical Functions
• Responsible for chart preparation prior to clinic hours; ensures that the chart is in order and complete with all documentation needed by the physician. If test results, dictation or other documentation is needed, this role will call to obtain it before clinic hours. 
• Sends prescriptions for therapies, return to work notes, gym notes etc., as requested.
• Composes and types non-patient visit letters/correspondence for the physician.
• Opens and distributes physician/department mail.
• Provides workers’ compensation carriers with updated status on patients.
• Completes, handicap parking permits, jury duty requests, school/physical education excuse notes, disability forms, etc.
• Prepares physicians on call schedules and coordinates physician schedule changes.
• As necessary, secures appropriate releases and copies, medical information for patient pick-up. Works closely with copy service and monitors reports to ensure timely mailing of all requests for records.
• Maintains an orderly file on physician credentials and CME credits.
• Other Functions as assigned, including but not limited to:
• Works on special projects
• Secures insurance pre-certifications as requested (i.e. MRI’s PT, Synvisc, injections, surgery etc.)
• Handles payments received for depositions, record subpoenas, etc., by completion of appropriate forms for the Revenue Cycle department and notation of receipt of payments in the chart.

Job Requirements

• High school diploma or equivalent is required.
• Able to type 40 wpm with good spelling ability.
• Computer literate and knowledgeable in business software/equipment.
• Knowledgeable in basic medical terminology.
• Able to communicate (verbal and written) in the English language.
• Excellent phone and people skills.
• Capable of keeping up in a “fast-paced” work environment
• Good sense of humor, helpful.
• Valid Illinois Driver’s License.

Physical Requirements/Work Environment

• Work is primarily indoors. 
• Extended periods of sitting in the same position may be required. 
• Ability to hear telephonic communication and speak the English language is required. 
• Position requires repetitive hand movement as necessary for computer data entry work. 
• May require occasional outdoor travel via automobile.

Base salary offers for this position may vary based on factors such as location, skills and relevant experience. We offer the following benefits to those who are benefit eligible (30+ hours a week):  medical, dental, vision, life and AD&D insurance, long and short term disability, 401k program with company match and profit sharing, wellness program, health savings accounts, flexible savings accounts, ID protection plan and accident, critical illness and hospital benefits. In addition, we offer paid holidays and paid time off.