Administrative Assistant II

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. IBJI offers relief, solutions, and comprehensive integrated care to help patients move better and live better.

Full-time

This position acts as a liaison between the assigned physician and patients/families, staff, primary care physicians, specialists, attorneys, vendors, etc., ensuring physician schedules align with protocols and delivering smooth patient care. The role coordinates incoming physician‑related phone calls and assists with personal responsibilities to meet professional requirements of the physician’s workday.

• Respond to incoming phone calls and determine best resolution method, directing requests appropriately.
• Schedule surgeries, ensuring surgical cases proceed without issues.
• Maintain schedules/calendars for clinics, surgeries, and on‑call activities.

• Schedule pre‑op and post‑op appointments for surgical patients.
• Assist with new patient appointments when Call Center cannot find available spots.
• Arrange legal depositions, ensuring patient records are ready and conference rooms or Zoom meetings are booked.

• Coordinate cardiac and medical clearance for patients prior to surgery.
• Complete required forms for facilities such as Salt Creek Surgery Center, Hinsdale or Good Samaritan Hospitals.
• Schedule surgical appointments and cases in EMR.
• Arrange pre‑ and post‑op visits, including therapy when needed.
• Secure pre‑certification for surgery and document in chart.
• Maintain and update physician calendar regarding surgery.
• If patient fails pre‑op labs/EKG, help secure appointments with appropriate physician.
• Prepare surgical packets for scheduled surgeries.
• Notify reps about surgical equipment as necessary.

• Send orders for therapies, return‑to‑work notes, gym notes, etc., as requested.
• Open and distribute physician’s/department mail.
• Help team with attending physician statements, handicap parking permits, jury duty requests, PE excuse notes, and disability forms.
• Prepare physician on‑call schedules and coordinate schedule changes.
• Secure releases and copy medical information for patient pick‑up, working closely with copy service and monitoring report mailing.
• Forward physician credentials and CME credits to the credentialing department upon request.

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

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

Work is primarily indoors with extended periods of sitting. Ability to hear telephonic communication and speak English is required. The position requires repetitive hand movement for computer data entry and may involve occasional outdoor travel by automobile.

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

Base salary offers may vary based on location, skills, and experience. For those eligible for benefits (30+ hours a week): medical, dental, vision, life and AD&D insurance, long‑term and short‑term disability, 401(k) with company match and profit sharing, wellness program, health savings accounts, flexible savings accounts,  plan, and accident, critical illness and hospital benefits. Paid holidays and paid time off are also offered.

$22‑$25 per hour