Medical Administrative Assistant

Medical Administrative Assistant

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. The institute offers relief, solutions, and comprehensive integrated care in all orthopedic specialties.

Job Type: Full-time

IBJI wants to help you move better, so you can live better. This role requires travel between the three office locations in Naperville, New Lenox, and Joliet.

Essential Job Functions:

• Assist in ensuring the adequacy of exam rooms and equitable distribution of staff unit assignments to provide timely and efficient patient service.
• Escort patients to exam/treatment rooms promptly and keep the Patient Representative informed regarding any delays.
• Prepare patients for appropriate examination, triaging for radiologic studies as necessary.
• Assist physicians in the patient examination process.
• Evaluate need for wound care and ensure proper provision of care and patient education.
• Provide splint/cast applications and removals.
• Process prescriptions and dispense samples according to physician orders; instruct patients on medication side effects.
• Prepare injectable medications and equipment needed for aspirations.
• Coordinate referrals for ongoing services (e.g., therapy, home health, surgical procedures, DME).
• Act as a patient intermediary/liaison for resolution of patient problems.

Physician Liaison

Activities:

• Respond to incoming phone calls and determine best resolution method through appropriate role identification.
• Secure diagnostic charts and reports; discuss issues with physicians.
• Assist with missing diagnostic codes/information on charge tickets.

Appointment Scheduling:

• Discuss special needs patient appointments with physicians as assigned.

Surgical Patient

Activities:

• Coordinate cardiac and medical clearance prior to surgery.
• Complete appropriate forms for facility (Salt Creek Surgery Center, Hinsdale, Good Samaritan Hospitals).
• Schedule pre‑op and post‑op visits.
• Secure pre‑certification for surgery.
• Maintain and update physician calendar regarding surgeries.
• Assist patients with pre‑op labs/EKG if needed.
• Call for equipment representative or surgical equipment when necessary.

Correspondence:

• Send prescriptions for therapy, orthotics, return‑to‑work notes, gym notes, etc.
• Open and distribute physician’s/department mail.
• Complete “Attending physician” statements, narrative summaries for attorneys, handicap parking permits, jury duty requests, disability forms, PE excuse notes, etc.
• Prepare physician on‑call schedules and coordinate schedule changes.
• Secure releases and copies of medical information for patient pick‑up; monitor reports for timely mailing.
• Maintain orderly file on physician credentials and CME credits.

Support

Activities:

• Verify that medical chart, x‑rays, MRI/dexa, lab results, and outside reports are secured 1‑2 work days prior to patient appointment.
• Identify/order unit supplies (clinical, cleaning, medical, medication, DME).
• Ensure exam rooms, cast rooms, etc., are clean, orderly, and fully stocked.
• Work on additional projects and reports as requested.
• Order physician lunches and miscellaneous items.
• Secure insurance pre‑certification for MRI, PT, Synvisc, injections, surgery, etc.
• Handle payments received for depositions, record subpoenas.

Operational:

• Participate in learning new systems as required.
• Inform patients of delays and provide information to increase knowledge.
• Respond to inquiries or complaints appropriately.
• Maintain professional image via dress and presentation.
• Attend mandatory in‑service programs for insurance/registration issues.

Preparation of Clinical Data:

• Assist smooth clinic flow by preparing charts and completing paperwork timely.

Miscellaneous:

• Participate in OSHA, JCAHO, CQI activities, new employee orientation, and committees related to operational improvements.

Communication:

• Internal:
  Patients, physicians, PAs, administration, professionals, and non‑professionals.
• External:
  Patients/families, referring physicians, insurance carriers, vendors, referral sources, hospital staff.

Work is…