Administrative Assistant I

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 training. Ortho Access walk-in clinics provide same day care for orthopedic injuries. In 2021 IBJI expanded its portfolio, launching regional ambulatory surgery centers that offer patients a specialized, outpatient alternative to traditional hospital based surgery. 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

The Administrative Assistant role acts as a liaison between the assigned physician team and patients/families, other staff, physicians, attorneys, vendors, etc. This position ensures optimal physician scheduling and administrative operations support, to provide patient care excellence and to meet professional requirements of the physician’s team.

Responsibilities

Physician Liaison Activities

• Responds to incoming phone calls and appropriately determines the best method for resolution through the identification of the most appropriate respondent (i.e. physician, administrative assistant, administration, clinical/nursing staff, etc)
• 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

• Schedules immediate care needs of patients when physician is on-call
• As assigned, registers and assists in scheduling of appointments for new/established patients
• As assigned, discusses patient special appointment needs with physician, supplying medical chart for review as required and secures appointment approvals for visits outside of routine scheduling templates
• Arranges for legal depositions, ensuring that all patient records are available prior to the deposition
• Schedules physicians to perform athletic physicals at local high schools

Correspondence/Clerical Functions

• 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’s/department mail
• Provides workers’ compensation carriers with updated status on patients
• Completes “Attending Physician” statements, handicap parking permits, jury duty requests, PE excuse notes, disability forms, etc.
• Prepares the physician 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

• Works on special projects for physician(s) as requested
• Orders physician lunches and other miscellaneous items
• Secures insurance pre-certifications as requested for procedures as assigned (i.e. MRI, Therapy, Synvisc, injections, surgery etc.)
• Handles payments received for depositions, record subpoenas, etc., by completion of appropriate forms for billing department and notation of receipt of payments in the chart
• Assists physician, when requested, with other activities
• Manages office equipment maintenance
• Maintain a clean and safe work environment
• Other duties as assigned

Requirements

Education

• High School diploma or equivalent

Certifications/Licensure

• Not applicable

Experience

• Not applicable

Technical Skills

• Able to type 40 wpm with good spelling ability
• Computer literate and knowledgeable in business software/equipment
• Knowledgeable in basic medical terminology

Soft Skills

• Proficient in professional communication both verbal and written in the English language
• Excellent phone and people skills
• Capable of keeping up in a “fast-paced” work environment

Physical Requirements

• Stand or sit for extended periods of time

This description is intended to provide only basic guidelines for meeting job requirements. Duties and responsibilities, experience, qualifications, skills, supervisory relationship, physical/mental demands, and environmental/ working conditions may change as needs evolve.

*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.