Medical Administrative Assistant

Orthopedic Clinic Support Staff

Illinois Bone & Joint Institute, LLC, is one of the largest independent physician-owned orthopedic practices in the United States, with 100 locations and 150 physicians throughout the Chicagoland area, expertise in every orthopedic specialty, and complete diagnostic and rehab services. Illinois Bone & Joint Institute offers relief, solutions, and the comprehensive integrated care you need.

IBJI's dedicated physicians and staff pair cutting edge technology with modern practice techniques to offer the most beneficial and effective means of recovery. This integration allows us to perform a full-range of collaborative and comprehensive services that directly impact our patients quality of life. IBJI wants to help you move better, so you can live better.

Join our dynamic team! The ideal candidate will assist our orthopedic surgeon's clinical and administrative staff by managing authorizations, coordinating clearances, supporting patient care on surgery days, and helping room patients on clinic days.

This role requires travel between three office locations in Naperville, New Lenox, and Joliet.

Job Summary

This position is responsible to: coordinate patient evaluation and treatment activities within the clinic setting; ensure all necessary medical records/x-rays/reports/forms, etc. related to the patient's visit are available on the appropriate units prior to escorting the patient to the exam room; provide patient care as per physicians' direction/orders; assist physician with the exam/treatment process; monitor and ensure the accurate completion of patient charge tickets; reinforce patient/family education and processes referrals for outside services (e.g., surgical procedures, home health or therapy services, etc.); and ensure the adequacy of necessary supplies and cleanliness within the exam rooms and clinic area.

Essential Job Functions

• Patient Examination/Treatment
• Assists in ensuring the adequacy of exam rooms and the equitable distribution of staff unit assignments in an effort to provide timely and efficient patient service.
• Escorts patients to exam/treatment rooms on a timely basis. Whenever possible, keeps Patient Representative informed regarding delays, if any, occurring within the unit.
• Prepares patients for appropriate examination, triaging, as necessary, for radiologic studies.
• Assists physicians, as needed, in the patient examination process.
• Evaluates need for wound care, if any, and ensures adequate provision of care and patient education.
• Provides for splint/cast applications and removals.
• Processes Rx's and dispenses samples as per physician order. Instructs/educates patients regarding medication side effects.
• Prepares injectable medications and equipment needed for aspirations.
• Coordinates referrals for ongoing services/needs (e.g., therapy services, home health, surgical procedures, DME, etc.).
• Acts as a patient intermediary/liaison for resolution of patient problems.

Physician Liaison Activities

• Responds to incoming phone calls and determines best method for resolution of caller's needs through the identification of the most appropriate respondent (i.e., physician, administration, clinical/nursing staff, other support 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 physician. Relates physician information back to patient/requestor. Completes chart notes, as appropriate.
• Assists, as requested, in securing missing diagnostic codes/information on charge tickets.

Appointment Scheduling

• As assigned, discusses with physician special needs patient appointments.

Surgical Patient Activities

• Coordinates cardiac and medical clearance for patients prior to surgery.
• Completes appropriate form for facility, i.e. Salt Creek Surgery Center, Hinsdale or Good Samaritan Hospitals.
• Schedules appropriate pre-op and post-op visits.
• Secures pre-certification for surgery.
• Maintains and updates physician calendar regarding surgery.
• If patient fails pre-op labs/EKG, helps patient to secure appointments with appropriate physician.
• Calls for equipment representative or surgical equipment, as necessary.

Correspondence (Written/Faxed/Verbal)

• Sends prescriptions for therapy, orthotics, return to work notes, gym notes, etc. as requested.
• Opens and distributes physician's/department mail.
• Completes "Attending physician" statements, narrative summaries for attorneys, handicap parking permits, jury duty requests, disability forms, PE excuse notes, etc.
• Prepares 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.

Support Activities

• 1-2 work days prior to patient appointment, ensures that the following data has been secured: medical chart; x-rays; MRI/dexa scan results; reports from outside sources (e.g., lab results, x-rays/reports; etc.).
• Identifies/orders, as requested, all unit supplies (e.g., clinical, cleaning, medical, medication, DME, etc.).
• Ensures that the exam rooms, cast rooms, etc. are clean, orderly and fully stocked.
• Works on additional projects and/or reports for physician as requested.
• Orders physician lunches and other miscellaneous items.
• Secures insurance pre-certification as requested (i.e. MRI's, PT, Synvisc, injections, surgery, etc.).
• Handles payments received for depositions, record subpoenas, etc.

Operational

• Participates in learning new systems, as required, for the service area.
• Performs, as an informational contact for patient and family as follows:
• Notifies patients of delays.
• Directs/seeks information on behalf of patients in order to increase their knowledge base.
• Responds appropriately to inquiries or complaints.
• Maintains professional image of organization by way of professional dress and presentation.
• Attends mandatory in-service programs to keep abreast of current insurance/registration issues.

Preparation of Clinical Data

Assist with smooth flow of the clinic through preparation of charts in a timely manner by attaching and filling out all necessary paperwork.

Miscellaneous

Participates in OSHA, JCAHO, CQI related activities, new employee orientation and in committees related to operation improvements.

Communication

Internal: Patients, physicians, P.A.'s, administration, professional and non-professional staff.

External: Patients/families, referring physicians and their representatives, insurance carriers, vendors, outside referral sources and hospital staff, etc.

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

• Minimum of Associates Degree (4 year degree preferred) and/or three to four years progressive experience in a health care setting.
• Must be CPR certified
• Knowledge of medical terminology.
• Working knowledge of computers and computer software programs.
• Excellent verbal and written communication skills.
• Knowledge of insurance benefit plans helpful.
• Good organizational and technical skills.
• Excellent people skills.
• Epic experience preferred