Medical Office Administrative Assistant

Seeking an administrative assistant for a busy primary care office at a desirable location in Chicago.

Summary of the Position

Under the direction of the Practice Owner/Director, the administrative assistant is responsible for all aspects of the day to day operations in the medical office. Coordinates and supervises operations and duties of administrative and clerical staff. In addition he/she will staff as required.

Hours can vary:

Start time between 7:30-9:30am and end time between 4-6:30pm

Job Duties

• Ensure medical office is open and appropriately staffed during business hours and that all facilities and equipment are available, operational, safe, and clean
• Develop quality metrics to ensure staff is productive and providing quality output
• Develop staff schedule, review time cards, and complete staff payroll
• Prepare daily bank deposits
• Supervision of patient scheduling, registration, financial counseling, medical records, billing and collection, data entry and processing, and cash posting
• Promote excellent customer service by all levels of the staff
• Develops, implements, and maintains office policies and procedures in collaboration with Practice Director
• Interviews, hires, and trains a productive medical office team and conducts performance reviews
• Address performance and disciplinary issues for staff
• Maintains and manages all filing and organizational systems for the practice
• Ensures patient satisfaction, including troubleshooting when there is a complaint and developing process improvements to prevent recurrences.
• Ensures regulatory compliance with HIPAA, OSHA, labor laws, and other federal, state, and local regulations.
• Coordinates staff meetings for administrative and clinical staff
• Coordinates logistics for internal and external meetings and conferences

Job Requirements

• Minimum of 2-5 years of management experience in a medical office setting.

Knowledge, Skills, and Abilities

• Strong work ethics & ability to lead a team of Front Desk personnel as well as Medical Assistants
• Knowledge of regulations related to Medicare, Medicaid, and commercial insurance including HMOs.
• Human resources experience in hiring, supervision, and performance reviews
• Knowledge of HIPAA and labor law
• Strong customer service skills
• Skill in writing policies and procedures
• Skill in using healthcare software and computer systems
• Knowledge of maintaining supplies and equipment for the medical setting.
• Multitasking skills
• Problem-solving skills
• Professional communication and presentation skills, including face to face, email, telephone, and video conference.
• Knowledge of continuous process improvement concepts and practices
• Ability to communicate professionally with clinicians, nurses, allied health staff, administrative staff, front line staff, contractors, governmental agencies, insurance payers, patients, family members of patients, suppliers, and the general public.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Management: 1 year (Required)

Ability to Commute:

• Chicago, IL (Preferred)

Work Location: In person

Salary : $18 - $22