Medical Administrative Assistant

Founded in 1991, IBJI is the largest orthopedic group practice in Illinois. With more than 150 physicians in every orthopedic specialty, IBJI offers care for adults and children from some of the most accomplished and respected orthopedists in the country. Serving northern Illinois and northwest Indiana with over 100 locations, IBJI makes it easy to access care. Our headquarters is in Park Ridge, Illinois, a northwest suburb of Chicago. Our clinical services include advanced MRI imaging, pain management, non-surgical and surgical treatment plans, rheumatology, physical therapy, occupational therapy, wellness, and sports and sports training. Ortho Access walk-in clinics provide same day care for orthopedic injuries. Comprehensive care offered all in one place enables physicians, therapists and staff to work closely together, so that patients and families achieve better outcomes. Collaborative care is also more efficient. In many cases, IBJI services are substantially less expensive than those provided by large healthcare systems and emergency rooms.

SUMMARY

This position is responsible for coordinating patient evaluation and treatment activities within the clinic setting. The Medical Administrative Assistant ensures all necessary medical records, imaging, reports, and forms are available prior to patient visits; assists physicians during examinations and treatments; facilitates patient education and referrals; and helps maintain efficient clinic operations through proper documentation, communication, and supply management.

We are looking for a high-caliber candidate capable of thriving in a collaborative team environment. This individual will work directly alongside an interventional pain management physician who possesses more than 15 years of specialized expertise in the field. We are seeking a professional who can contribute to the team's dynamic and support the high standards of care established at our clinic in Westmont.

Essential Job Functions

• Assist in maintaining adequately stocked exam rooms and balanced staff assignments to support efficient patient flow.
• Escort patients to examination and treatment rooms in a timely manner and communicate delays to Patient Representatives when necessary.
• Prepare patients for examinations and triage for radiologic studies as appropriate.
• Assist physicians during patient examinations and procedures.
• Process prescriptions and dispense medication samples as directed by the physician; educate patients regarding medication usage and potential side effects.
• Prepare injectable medications and equipment for aspirations and procedures.
• Respond to incoming calls and direct inquiries to the appropriate physician, clinical staff member, administrator, or support team member to ensure timely resolution.
• Coordinate special scheduling needs and appointments as directed by the physician.

Surgical Patient Activities

• Coordinate cardiac and medical clearances prior to surgery.
• Complete required facility documentation for surgery centers and hospitals.
• Schedule pre-operative and post-operative appointments.
• Obtain surgery pre-authorizations and pre-certifications.
• Maintain and update physician surgery schedules and calendars.
• Arrange for equipment representatives and surgical equipment as needed.

Correspondence (Written/Faxed/Verbal)

• Process requests for therapy prescriptions, orthotics, return-to-work notes, gym notes, and other physician documentation.
• Open, distribute, and manage physician and departmental correspondence.
• Complete physician statements, disability forms, narrative summaries, handicap parking permits, jury duty requests, and related documentation.
• Coordinate physician call schedules and schedule changes.
• Secure required releases and facilitate medical record requests while working closely with copy services to ensure timely processing.
• Maintain physician credential and continuing medical education (CME) records.

Support Activities

• Ensure all required patient information is available prior to appointments, including charts, imaging, laboratory results, and outside medical reports.
• Order and maintain clinical, medical, cleaning, medication, and DME supplies.
• Keep exam rooms, cast rooms, and clinical areas clean, organized, and fully stocked.
• Assist physicians with special projects and reports as requested.
• Coordinate physician lunches and other miscellaneous office needs.
• Obtain insurance pre-certifications for procedures, imaging studies, injections, therapy services, and surgeries.
• Process payments related to depositions, subpoenas, and medical record requests.
• Support clinic efficiency by preparing patient charts and ensuring all required documentation is completed and attached prior to appointments.

Operational

• Participate in the implementation and use of new systems and processes.
• Serve as an informational resource for patients and families by:
  • Communicating appointment delays.
  • Providing guidance and directing inquiries appropriately.
  • Responding professionally to questions, concerns, and complaints.
• Maintain a professional appearance and represent the organization positively.
• Attend required training and in-service programs to remain current on insurance, registration, and operational procedures.

Physical Requirements/Environment

Work is primarily indoors with occasional exposure to electrical and chemical hazards; position requires occasional lifting associated with patient transfers (i.e. up to 50 lbs.); requires the ability to bend/stoop; duties may, on occasion, involve exposure to blood-borne pathogens. Extended periods of sitting in the same position may be required. Ability to hear telephonic communication and speak the English language is necessary. Some duties inherent to the position may involve repetitive hand movement as required for computer data entry. May require occasional outdoor travel via automobile.

Educational/Training Requirements

• Associate degree required/Bachelor’s degree AND/OR three to four years of progressive healthcare experience preferred.
• Knowledge of medical terminology.
• Proficiency with computers and healthcare software systems.
• Excellent verbal and written communication skills.
• Knowledge of insurance benefit plans preferred.
• Strong organizational, technical, and interpersonal skills.
• Epic experience preferred.

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.

Illinois Bone and Joint Institute, LLC is an equal opportunity employer. All employment decisions are based on qualifications, merit, and business need, without regard to race, color, religion, age, sex, national origin, disability status, military or veteran status, sexual orientation, gender identity and expression, or any other characteristic protected by federal, state or local laws. This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other terms and conditions of employment.