Clinic Administrative Assistant

Big Stone Therapies is currently seeking a full-time Clinic Administrative Assistant to join our team at our rehabilitative therapy clinic in Wheaton1205 5th Ave N. This is a benefited position scheduled for 32 hours per week (0.80 FTE). The schedule for this position is Monday, Tuesday, Wednesday, Friday: 8:00am-4:30pm; with a daily 30-minute unpaid break. We offer flexibility in scheduling and will work with the successful candidate to establish a schedule that meets both clinic and individual needs.

Job Duties:

Scheduling

• Schedule new referrals. Gather and verify demographic and insurance information.
• Schedule, reschedule, and cancel patient appointments as required.
• Monitor patient schedule to maximize productivity.
• Perform patient appointment reminder.
• Provide instructions to patients to ensure they are prepared for appointments.
• Resolve scheduling conflicts as they occur.
• Assess staffing needs for high and low census times.
• Communicate with therapists about schedules, patients, and any changes
• Schedule all other non-patient care time. (Meetings, care conferences, PTO, etc.)

Customer Service

• Demonstrate excellent customer service in all interactions with patients, visitors, referral sources, co-workers, and all other parties.
• Courteously receive and respond to incoming telephone calls and emails.
• Maintain the appearance of the waiting room.
• Maintain confidentiality and security of Protected Health Information.

Other

• Distribute mail.
• Scan, fax, and print documents.
• Clean/sanitize clinic areas as required.
• Orders supplies and maintain stock levels as required.
• Maintain patient charts.
• Opening and closing duties.
• Attend meetings as required.
• Other clinic duties as assigned.

Qualifications:

Education

• Require high school graduate or equivalent.
• Prefer two-year degree in a related field.
• Prefer previous experience in a medical office setting or other customer service-related field.

Skills

• Strong computer skills to include proficiency in Microsoft Office products, the Internet, and the ability to learn new systems.
• Excellent verbal and written communication skills to interact with patients and co-workers in a professional manner.
• Excellent phone etiquette and in-person customer service abilities.
• Able to adapt and thrive in a changing and fast paced environment.

Position qualifies for an excellent benefits package including:

• Health, Dental, Vision, Life, Short-Term Disability insurance options
• Flexible Spending Plan(s)
• 401k with employer contribution
• 8 paid holidays (including your birthday!)
• Generous paid time off accrual

Accepting applications through Friday, August 28 2026 or until position is filled.

You will receive a confirmation e-mail once your application has been submitted.

Big Stone Therapies, Inc. is dedicated to providing excellence in rehabilitation services by optimizing health and function for families and businesses within our communities through caring, hands-on healing.