Medical Administrative Assistant

Job Overview

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 Chicagoland. This position coordinates patient evaluation and treatment activities within the clinic setting, provides patient care as directed by physicians, assists with the exam and treatment process, monitors charge tickets, reinforces patient and family education, and processes referrals.

• Coordinate patient evaluation and treatment activities; ensure all necessary medical records, x‑rays, reports, and forms are available before escorting the patient to the exam room.
• Assist physicians with exam and treatment processes and monitor accurate completion of patient charge tickets.
• Reinforce patient/family education and process referrals for outside services (surgical procedures, home health, therapy).
• Ensure availability of necessary supplies and cleanliness within exam rooms and the clinic area.
• Assist with patient examination and treatment, including triage for radiologic studies, evaluation of wound care needs, and provision of splint or cast applications and removals.
• Process prescriptions, dispense samples, prepare injectable medications and equipment for aspirations.
• Coordinate referrals for ongoing services; act as patient intermediary for resolution of patient problems.
• Answer incoming phone calls, determine best resolution method, and channel requests appropriately.
• Secure charts related to diagnostic tests and therapy reports; complete chart notes as appropriate.
• Assist in securing missing diagnostic codes or information on charge tickets.
• Discuss special‑needs patient appointments with the physician.
• Coordinate cardiac and medical clearance for patients prior to surgery; complete required forms for the facility; schedule pre‑op and post‑op visits; secure pre‑certification for surgery; maintain physician calendar regarding surgery.
• Send prescriptions for therapy, orthotics, return‑to‑work notes; open and distribute physician mail; prepare attending‑physician statements and narrative summaries for attorneys; prepare physician on‑call schedules; secure releases and copies of medical information; maintain physician credentials and CME credit file.
• Ensure required medical chart, x‑ray, MRI/dexa results, lab results, and outside reports are secured prior to appointment; identify and order unit supplies; maintain cleanliness of exam and cast rooms; work on additional projects or reports for the physician; order physician lunches and other supplies; secure insurance pre‑certification; handle payments for depositions and record subpoenas.
• Participate in learning new systems; inform patients of delays; obtain or direct information for patients; respond to inquiries and complaints; maintain a professional image; attend mandatory in‑service programs to keep up with insurance and registration issues.
• Assist with smooth clinic flow by preparing charts and paperwork; participate in OSHA, JCAHO, and CQI activities; attend new‑employee orientation; serve on committees related to operational improvements.
• Internal communication with patients, physicians, physicians assistants, administration, and staff; external communication with patients, families, referring physicians, insurance carriers, vendors, outside referral sources, and hospital staff.

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

Work is primarily indoors with occasional exposure to electrical and chemical hazards; position requires occasional lifting of up to 50 lbs.; ability to bend, stoop, and occasionally work with blood‑borne pathogens; extended periods of sitting; requires hearing telephonic communication and speaking English; repetitive hand movement for computer data entry; occasional outdoor travel by automobile.

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 savings accounts; flexible savings accounts;  plan; accident, critical illness and hospital benefits; paid holidays and paid time off.

Hourly rate of $22–$25, based on education and experience.