Office Assistant Senior

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Office Assistant – Welcome Center (SSM Health Wisconsin Region)

Position Overview

The Welcome Center Office Assistant plays a key role in ensuring new primary care patients have a smooth, informed, and supported onboarding experience. As part of a collaborative team of Office Assistants and Registered Nurses, this role initiates key steps in the patient onboarding process, provides exceptional customer service, and ensures accurate preparation of patient information prior to their first visit.

Team Structure

The Welcome Center consists of:

• 3 Office Assistants (OAs) who begin the onboarding and registration process, complete outreach, and support scheduling workflows.
• 4 Registered Nurses (RNs) who complete clinical onboarding, chart work, triage, and health maintenance review.

Primary Responsibilities (Office Assistant)

These responsibilities come directly from your internal Welcome Center scope, OA role descriptions, and workflow documents.

• Welcome and orient new primary care patients and DHP/Medica members.
• Provide clear information about clinics, services, and care team structure.
• Support patients in understanding available resources and answering general questions.

• Assist patients in selecting or updating their Primary Care Provider (PCP).
• Initiate MyChart activation and guide patients through account setup.
• Document PCP changes in the chart and leave provider-facing notes.

• Coordinate initial appointments with the selected provider.
• Manage outreach lists (DHP new patients, ED/UC no PCP, unattributed lists).
• Support new patient scheduling received from clinics or PODs.
• Request, track, and route external medical records.
• Begin registration and ensure demographic accuracy prior to RN review.
• Handle MyChart in-basket activities appropriate for OA workflows.

• Assist in triaging non-clinical calls and routing to appropriate teams.
• Provide support for patients calling the wrong department vs. onboarding needs.
• Collaborate with RNs to ensure smooth handoff for chart preparation steps.

Job Summary:

Jobs

Supports clinic, department or program in an administrative capacity.

Job Responsibilities and Requirements:

PRIMARY RESPONSIBILITIES

Under moderate supervision, performs duties within well established guidelines and practical knowledge gained from experience.

Greets patients or visitors, answers/screens/routes telephone calls, files, distributes mail and performs other general clerical duties.

May provide assistance with programs/software for Providers. May assemble and maintain patient charts.

Responsible for making copies, answering phones, making appointments, and maintaining records.

May be responsible for maintaining office inventory including ordering supplies. Ensures that office equipment is in good working order and requests repairs or maintenance as needed.

Communicates with patients, families, physicians and other healthcare team members about patient care according to protocol.

Performs other duties as assigned.

EDUCATION

• High School diploma/GED or 10 years of work experience

EXPERIENCE

• Two years' experience

PHYSICAL REQUIREMENTS

Frequent lifting/carrying and pushing/pulling objects weighing 0-25 lbs.

Frequent sitting, standing, walking, reaching and repetitive foot/leg and hand/arm movements.

Frequent use of vision and depth perception for distances near (20 inches or less) and far (20 feet or

more) and to identify and distinguish colors.

Frequent use of hearing and speech to share information through oral communication. Ability to hear

Occasional bending, stooping, kneeling, squatting, twisting and gripping.

Occasional lifting/carrying and pushing/pulling objects weighing 25-50 lbs.

Department:

Welcome Center

Work Shift:

Day Shift (United States of America)

Scheduled Weekly

Hours:

0

SSM Health values our exceptional employees by offering a comprehensive benefits package to fit their needs.

Paid Parental Leave : we offer eligible team members one week of paid parental leave for newborns or newly adopted children (pro-rated based on FTE).

Flexible Payment Options: our voluntary benefit offered through Daily Pay offers eligible hourly team members instant access to their earned, unpaid base pay (fees may apply) before payday.

Upfront Tuition Coverage : we provide upfront tuition coverage through Flex Path Funded for eligible team members.

Explore All Benefits

SSM Health is an equal opportunity employer. SSM Health does not discriminate on the basis of race, color, religion, national origin, age, disability, sex, sexual orientation, gender identity, pregnancy, veteran status , or any other characteristic protected by applicable law.  to learn more. (

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