Administrative Assistant II

Description

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.

Full‑time

This position acts as a liaison between his/her assigned physician and patients/families, staff, primary care physicians and other specialists, attorneys, vendors, etc. Ensures that physician schedules are in accordance with their protocols/needs and that the schedule provides for a smooth/effective delivery of patient care; coordinates incoming physician‑related phone calls; and, as requested, assists the physician in the coordination of personal responsibilities in an effort to ensure that the professional requirements of the physician’s workday are met.

Are you an organized and proactive Administrative Assistant II? Join our team full‑time to support our board‑certified orthopedic surgeon and help provide exceptional patient care.

• 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, administrative assistant, administration, clinical staff, etc). Channels requests appropriately in an effort to ensure resolution.
• Scheduling surgeries for the physician and ensuring those surgical cases go through without issues.
• Maintains schedules/calendars for the doctor in regards to clinics, surgeries, and on‑call schedules.

• Schedules pre‑op and post‑op appointments for surgical patients.
• Assists with dates and times for new patient appointments if Call Center employees are unable to find available spots.
• Arranges for legal depositions, ensuring that all patient records are available prior to the deposition and booking of conference rooms or Zoom meetings.

• 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 surgical appointments and cases in EMR system.
• Schedules appropriate pre and post‑op visits, including therapy if needed.
• Secures pre‑certification for surgery and documents in chart.
• Maintains and updates physician calendar regarding surgery.
• If patient fails pre‑op labs/EKG, helps patient to secure appointments with appropriate physician.
• Helps prepare surgical packets for scheduled surgeries.
• Notifies reps in regards to surgical equipment, as necessary.

• Sends orders for therapies, return to work notes, gym notes, etc., as requested.
• Opens and distributes physician’s/department mail.
• Helps team with “Attending Physician” statements, handicap parking permits, jury duty requests, PE excuse notes, disability forms, etc.
• Prepares physician on‑call schedules and coordinates physician schedule changes.
• 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.
• Forwards physician credentials and CME credits to credentialing department upon request by physician.

• Works on projects for physician as requested.
• Orders physician lunches and other miscellaneous items, if requested.
• Handles payments received for depositions, record subpoenas, etc.

Internal:
Patients, physicians, P.A.’s, administration, professional and non‑professional staff.

External:
Patients/families, attorneys, vendors, hospitals, surgery centers.