The Gynecology Institute of Chicago LTD

Compensation

Full Description

Job Summary: The Front Office Administrative Assistant is a key operational piece in the practice, responsible for managing front desk operations, administrative workflow, patient communications, and scheduling for providers. This role ensures a seamless patient experience while supporting clinical staff and optimizing efficiency, compliance, and care coordination. The ideal candidate demonstrates exceptional organizational, interpersonal, and problem-solving skills, with a proactive approach to managing complex schedules, patient needs, and office operations. Key Responsibilities: Front Desk Leadership & Patient Experience • Serve as the primary point of contact for patients, providing a welcoming, professional, and compassionate experience • Lead front desk operations, ensuring all patient interactions are handled efficiently and with high-quality service • Manage patient demographic intake, check-in/check-out, and pre-appointment communications to ensure clarity and compliance • Collect copayments and outstanding patient balances at check-in/check-out • Address patient concerns, conflicts, and scheduling challenges promptly and professionally • Foster a positive and patient-centered culture within the front office Scheduling & Clinical Coordination • Oversee and manage all appointment scheduling, including consultations, procedures, and follow-ups, in alignment with provider availability and clinical needs • Monitor and manage the clinical inbox, voicemails, and practice emails, responding promptly and escalating issues when needed • Collaborate with healthcare professionals to communicate changes, coordinate patient care, and address urgent matters efficiently Administrative & Operational Oversight • Maintain accurate patient records in the EMR system, ensuring compliance with HIPAA and office policies • Verify insurance coverage and eligibility,including but not limited to calling carriers to verify benefits and eligibility and using proper documentation techniques to ensure streamlined office communication. • Perform and oversee clerical tasks, including copying, faxing, scanning, and professional correspondence • Ensure the front office is organized, professional, and fully equipped to support staff and patient needs • Ensure clinic cleanliness, including garbage disposal, restocking supplies and toiletries, and maintaining a safe environment. • Perform other duties as assigned to facilitate efficient medical care. Process Improvement & Compliance • Identify opportunities to improve front desk and administrative processes to increase efficiency and patient satisfaction • Support adherence to practice policies, regulatory standards, and best practices in patient care • Train and mentor new front desk and administrative staff as needed Qualifications: • Education: High school diploma required; Associate’s or Bachelor’s degree in healthcare administration or related field preferred • Experience: Minimum 2–3 years of experience in a medical office setting; experience in women’s health or gynecology preferred • Experience with AthenaOne EMR or similar systems preferred • Knowledge of medical terminology, insurance verification, billing procedures, and HIPAA compliance Skills & Competencies: • Proven organizational skills in a fast-paced clinical environment • Excellent customer service and patient care skills, with the ability to handle sensitive situations with discretion • Strong verbal and written communication skills, with professional correspondence experience • Detail-oriented, proactive, and able to manage multiple priorities simultaneously • Proficiency in Google Suite and general office technology • Ability to foster teamwork and maintain a positive, collaborative office culture Physical & Work Requirements: • Ability to sit, stand, and walk for extended periods • Operate standard office equipment including phones, computers, printers, and scanners • Work performed in a clinical office environment with frequent patient interaction