Administrative Assistant - Clinical and Academic-3

Administrative/Clerical

JR2026-1109

$19.00-$28.50 Hourly

Streeterville, Illinois, United States of America

Full time

Ann & Robert H. Lurie Children’s Hospital of Chicago provides superior pediatric care in a setting that offers the latest benefits and innovations in medical technology, research and family-friendly design. As the largest pediatric provider in the region with a 140-year legacy of excellence, kids and their families are at the center of all we do. Ann & Robert H. Lurie Children’s Hospital of Chicago is ranked in all 10 specialties by the U.S. News & World Report.

Location

Ann & Robert H. Lurie Children's Hospital of Chicago

Job Description

Preferred two years’ experience in healthcare administrative support.

General Summary:

The Administrative Assistant performs a wide range of administrative support responsibilities for leaders to help facilitate the efficient operation of the Unit/Department/Division.

Essential Job Functions:

Administrative Job Functions:

• Provides general administrative support to leaders.
• Schedules and maintains calendars, meetings and travel itineraries, as needed. This may include inpatient or service call, outpatient clinics, and academic schedules.
• Handles telephone calls and visitors; troubleshoots and resolves routine and some complex inquires.
• Organizes electronic and hard copy filing system, scans documents to appropriate locations, and maintains divisional files.
• Receives clinically related messages, phone calls, or correspondence and routes to the appropriate care team.
• Maintains provider credentialing activities which may include academic resume, professional memberships, and licensure.
• Prepares and modifies documents including correspondence, reports, drafts, memos and emails using MS Office Suite of applications.
• Opens, sorts and distributes incoming electronic and paper correspondence.
• Prepares and distributes minutes of meetings, as needed.
• Maintains, orders and distributes office supplies, as needed
• Proactively manages submission of reimbursements for approved faculty and staff expenses.
• Performs other job functions as assigned.

Clinical Job Functions:

• Schedules appointments and procedures for clinical staff. This may include outpatient office appointments, outpatient and inpatient surgical procedures, and ancillary testing.
• Procurement or dissemination of medical records, prior authorizations, and/or primary care referral information as needed to assure a successful clinical encounter.
• Coordinates complex patient visits involving multiple departments and providers, including appointments at affiliate organizations and outreach sites.
• Partners with central scheduling and registration teams to manage, via work queues or other methods, lists of patients in need of services.
• Functions as liaison between patients, families and the clinical team. Assists families in navigating the Lurie system. This could include working in clinic, meeting with families to go over appointment scheduling visits and coordinating with ancillary departments.
• Collaborates with central registration to ensure patients have updated insurance information, prior authorization is initiated in advance of the rendered service, and referrals are obtained if appropriate.

Knowledge, Skills, and Abilities:

• High school diploma or equivalent required.
• A minimum of two years general office or administrative experience preferred. Hospital or physician office experience preferred.
• Proficiency in Microsoft Office Suite applications.
• Ability to operate standard office equipment and resolve standard problems.
• Excellent communication skills – written and verbal.
• Ability to prioritize projects and strong problem solving skills.
• Demonstrated attention to detail, accuracy, and discretion.
• Ability to provide high level of quality customer service to patient/families, employees, leaders, and external vendors.

Communication:

• Clinician

• Discuss with clinician preferred method of communication. (Example: Email, Teams messages, epic messages, or paging.) Some providers will provide their personal cell number and you can send them text messages if you are comfortable using your own personal cellphone. However, remember not use any patient information when sending a text message. Ex. 3 pm patient running late; 2 pm patient cancelled appointment, will send in basket message with more details.
• For more clinical questions send a in basket message with details.
• Do not forward any patient calls/voicemails to the clinician. (Voicemails can be discussed with each clinician on their preferences).

• Families/Patients

• Please check your voicemail hourly if you are unable to answer calls at the moment. Try to return all calls same day. If you are waiting to hear from the provider about a response on the message, you can call family to let them know their message was received. You have forward the message to the clinician and will call them back or the clinician will with a response. If the message is urgent/ life threatening, please always inform family to head to their nearest ED/ER. Send a detail in basket message and page the clinician. (Or their preferred method of communication with urgent issues)
• Most families communicate via mychart. If a family is not set up for mychart, inform them you will send them an email to sign-up for mychart. Families can communicate with clinicians this way, request appointment and medication refills.
• You can send families texts using Artera App. This app is used to send families reminders about upcoming visits.
• Emails, is not the preferred way to communicate with families. However, you can send them blank forms that may need to be completed prior to an appointment. Some -Documents that cannot be uploaded to mychart, we can make exceptions for these types of documentations. However, please inform family you will not be able to responded via email but can send them a mychart message to confirm you received the email.

• Schools can also email the teacher forms to us directly via email.
• Outside clinics/hospitals can also email the release of information forms or documents/reports to pass along to the clinician

• Outlook
• Consolidate weekly to make sure visits scheduled in outlook match epic.

• Each provider has a preference in scheduling visits in outlook. (Check with clinician by reviewing their outlook calendar.) Some have color categories, only use last name or both with or without a MRN.
• Do not delete any meeting invites from the providers calendar unless instructed by the clinician.
• Each provider will indicate in outlook what slots are available for scheduling follow up visits, only telemedicine visits or in person visits. (check with provider on their preference).
• Schedule Teams meetings
• Scheduling phone conference with outside providers, parents or new potential staff member.

• Epic

• Make sure visit types are scheduled correctly in epic and match outlook calendar. (intake, Cap therapy, Cap med eval, telemedicine visit and so on).
• Provider template should match outlook calendar( Meeting, internal, office hours).
• Check length of time for each appointment matches with outlook-30 mins; 45 mins or 1 hr.
• Schedule follow up visits in both outlook calendar and epic.
• If your clinician has a specialty clinic or group therapy, you may be the one who does that scheduling and outreach to the families. (can be further discussed with clinician/AA team for guidance)

Additional tasks:

• Create letters in epic-closing letters/school excuse letters.
• Create phone encounters for calls made.

• Inputting intake times in epic.
• Managing clinicians templates to match outlook calendar.
• Managing outlook calendars for multiple clinicians.
• Requesting in person interpreter for in person visits.
• Sending out of office emails for clinicians to appropriate team members and out sick/call off emails.
• Sending information for clinician to whole dept.
• Contacting families to relay limited clinical information, change in medication, lab results (usually everything came back normal or would like to retest in a few weeks kind of information). Clinicians will be specific on what to relay. Always document these conversations in epic with a telephone encounter.
• Prior Authorizations (PA)- sending the PA team a in basket message if you receive a call from family/pharmacy that insurance is requiring a PA. Please note the medication they need the PA on when sending the message and CC the clinician.
• Verifying chart information is up to date. (ex. address, phone number and insurance).
• Enter/Update insurance information.
• When you schedule a new visit (Intake) make sure you send the PALs (patient account liaison) a in basket message. They will review the benefits with the family.
• For same day add on’s if clinician has approve the add, make sure you send an email to the PALs ( Courtney, Kewana; Fregoso, Juanita; Rosario, Sandra; and Sullivan, Marilyn)
• If your clinician prescribe medications, you will need to sometimes call pharmacy to verify they received prescription or call to verify if there is an issue with medication being filled for the family.
• If family calls to request a prescription/refill, first check the chart if the medication was sent to the pharmacy.
• If a prescription was sent, inform family what date it was sent and to which pharmacy so they can call the pharmacy to verify. If they call you back after they speak with the pharmacy and are told no prescription on file, this is when you will need to call. Provide the pharmacy staff with the patient name and DOB. Provide the medication name and when the medication was sent. What some pharmacies do is they are sometimes receiving 3 prescriptions at a time from a clinician, they will store the future prescription. (families don’t know to ask about this)
• If no prescription was sent, verify the medication, dose and pharmacy they would like prescription sent. Send in basket message to clinician with the information. (You can use the smart text-Psych Med refill note. It has all the information you will need fill out for the clinician).
• If you call pharmacy and they inform you they are out of stock, please let family know. Ask them to provide another pharmacy information to enter to chart and have clinician resend the prescription to the pharmacy requested.

• Reimbursements for clinicians via Workday.
• Creating supplier requests via Workday.
• Creating supplier invoice requests via Workday.
• Ordering supplies for clinician via Workday.
• Placing help desk tickets for issues for your clinician. This can be issues with their computer, printer or other office equipment.
• Mailing out letters/Reports
• Faxing letters/Medication information/School excuse letters.
• Obtaining ROI (release of information form), either by hard copy or electronic link.
• Preparing documentation/reports/letters to be upload in chart from outside clinicians/hospital. (make sure there is a MRN number and visible pt name before placing in scanning bin).
• Requesting articles for clinician from the librarian.
• Providing coverage when other AA’s are out on PTO.
• Helping train new AA’s.

Education

High School Diploma/GED (Required)

Pay Range

$19.00-$28.50 Hourly

At Lurie Children’s, we are committed to competitive and fair compensation aligned with market rates and internal equity, reflecting individual contributions, experience, and expertise. The pay range for this job indicates minimum and maximum targets for the position. Ranges are regularly reviewed to stay aligned with market conditions. In addition to base salary, Lurie Children’s offer a comprehensive rewards package that may include differentials for some hourly employees, leadership incentives for select roles, health and retirement benefits, and wellbeing programs. For more details on other compensation, consult your recruiter or click the following link to learn more about our benefits.

Benefit Statement

For full time and part time employees who work 20 or more hours per week we offer a generous benefits package that includes:

Medical, dental and vision insurance

Employer paid group term life and disability

Employer contribution toward Health Savings Account

Flexible Spending Accounts

Paid Time Off (PTO), Paid Holidays and Paid Parental Leave

403(b) with a 5% employer match

Various voluntary benefits:

• Supplemental Life, AD&D and Disability

• Critical Illness, Accident and Hospital Indemnity coverage

• Tuition assistance

• Student loan servicing and support

• Adoption benefits

• Backup Childcare and Eldercare

• Employee Assistance Program, and other specialized behavioral health services and resources for employees and family members

• Discount on services at Lurie Children’s facilities

• Discount purchasing program

There’s a Place for You with Us

At Lurie Children’s, we embrace and celebrate building a team with a variety of backgrounds, skills, and viewpoints — recognizing that different life experiences strengthen our workplace and the care we provide to the Chicago community and beyond. We treat everyone fairly, appreciate differences, and make meaningful connections that foster belonging. This is a place where you can be your best, so we can give our best to the patients and families who trust us with their care.

Lurie Children’s and its affiliates are equal employment opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, ancestry, age, disability, marital status, pregnancy, protected veteran status, order of protection status, protected genetic information, or any other characteristic protected by law.

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