Administrative Assistant II

Founded in 1991, IBJI is the largest orthopedic group practice in Illinois. With more than 150 physicians in every orthopedic specialty, IBJI offers care for adults and children from some of the most accomplished and respected orthopedists in the country. Serving northern Illinois and northwest Indiana with over 100 locations, IBJI makes it easy to access care. Our headquarters is in Park Ridge, Illinois, a northwest suburb of Chicago. Our clinical services include advanced MRI imaging, pain management, non-surgical and surgical treatment plans, rheumatology, physical therapy, occupational therapy, wellness, and sports and sports training. Ortho Access walk-in clinics provide same day care for orthopedic injuries. Comprehensive care offered all in one place enables physicians, therapists and staff to work closely together, so that patients and families achieve better outcomes. Collaborative care is also more efficient. In many cases, IBJI services are substantially less expensive than those provided by large healthcare systems and emergency rooms.

Summary

This position acts as a liaison between his/her assigned physician and patients/families, staff, primary care physicians and other specialist, 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.

We are seeking a full-time Administrative Assistant II to support our new Sports Medicine specialist and General Orthopaedic Surgeon at our upcoming Orland Park facility.

Essential Job Functions

Physician Liaison Activities

• 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 your 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.

Appointment Scheduling

• Schedules pre op and post op appts for surgical patients.
• Assist with dates and times for new patient appointments if Call Center employee are unable to find available spots.
• Arranges for legal depositions, ensuring that all patient records are available prior to the deposition and conference rooms or zoom meetings are booked.

Surgical Patient Activities

• 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 document in chart.
• Maintains and updates physician calendar regarding surgery.
• If patient fails pre-op labs/EKG, helps patient to secure appointments with appropriate physician.
• Help prepare surgical packets for scheduled surgeries.
• Notifies Reps in regards to surgical equipment, as necessary.

Correspondence/Clerical Functions

• 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.
• As necessary, 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.

Other Functions

• Works on projects for physician as requested.
• Orders physician lunches and other miscellaneous items, if requested.
• Handles 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.