Administrative Assistant II

About Illinois Bone & Joint Institute

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. The organization provides expertise in every orthopedic specialty, complete diagnostic and rehab services, and a comprehensive integrated approach to patient care.

Job Overview

Administrative Assistant II – Full‑time, located in Joliet, New Lenox, and Naperville. This position acts as a liaison between physicians, patients, families, and other staff, ensuring smooth scheduling and coordination of patient care activities.

Summary

This role supports physicians across three locations by managing schedules, coordinating surgeries, and handling administrative tasks to meet professional requirements and maintain quality patient care.

Essential Job Functions

Physician Liaison Activities

• Answer incoming calls and determine the appropriate responder.
• Schedule surgeries and ensure smooth execution.
• Maintain physician schedules for clinics, surgeries, and on‑call rotations.

Appointment Scheduling

• Schedule pre‑op and post‑op appointments for surgical patients.
• Assist with new patient appointments if call center staff cannot find available spots.
• Arrange for legal depositions and ensure all related records are compiled and rooms or Zoom meetings booked.

Surgical Patient Activities

• Coordinate cardiac and medical clearance prior to surgery.
• Complete appropriate forms for facility (e.g., Salt Creek Surgery Center, Hinsdale, Good Samaritan Hospitals).
• Schedule surgical appointments and pre/post‑op visits, including therapy if needed.
• Secure pre‑certification for surgery and document in chart.
• Maintain and update physician calendar regarding surgery.
• Help patients who fail pre‑op labs/EKG secure appropriate appointments.
• Prepare surgical packets for scheduled surgeries.
• Notify reps regarding surgical equipment as necessary.

Correspondence/Clerical Functions

• Send orders for therapies, return‑to‑work notes, gym notes, etc.
• Open and distribute physician’s/department mail.
• Assist with “Attending Physician” statements, handicap parking permits, jury duty requests, PE excuse notes, disability forms.
• Prepare physician on‑call schedules and coordinate schedule changes.
• Secure appropriate releases and copies medical information for patient pick‑up; monitor record requests.
• Forward physician credentials and CME credits to credentialing department upon request.

Other Functions

• Work on projects requested by physicians.
• Order physician lunches and other miscellaneous items as requested.
• Handle payments received for depositions, record subpoenas, etc.

Communication

Internal:
Patients, physicians, P.A.’s, administration, professional and non‑professional staff.
External:
Patients/families, attorneys, vendors, hospitals, surgery centers.

Requirements

Physical Requirements

Work is primarily indoors; extended periods of sitting. Ability to hear telephonic communication, speak English, and perform repetitive hand movements for computer data entry. May require occasional outdoor travel via automobile.

Educational/Training Requirements

• High school diploma or equivalent.
• Typing speed of 40 wpm with good spelling.
• Computer literate, knowledgeable in business software/equipment.
• Basic medical terminology knowledge.
• Excellent verbal and written English communication.
• Strong phone and people skills.
• Ability to work in a fast‑paced environment.
• Good sense of humor, helpful.
• Valid Illinois Driver’s License.

Benefits and Compensation

Base salary $19–$25 per hour (salary varies by location and experience). Eligible for benefits (dependent on 30+ hours/week)

• Medical, dental, vision, life and AD&D insurance.
• Long‑term and short‑term disability.
• 401(k) program with company match and profit sharing.
• Wellness program; health and flexible savings accounts; ; accident, critical illness and hospital benefits.
• Paid holidays and paid time off.

Seniority Level

Entry level

Employment Type

Full‑time

Job Function

Administrative

Industries

Hospitals and Health Care

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