Clinical Office Assistant (COA)-Outpatient Rehab, Spine Program

Provides administrative support for department staff, physicians and managers, which includes but is not limited to scheduling, reception, document preparation and distribution, file maintenance, medical records, billing and admitting of patients in a clinic, office, or department setting where patients, physicians, and office staff interact.

Where You Will Work

Aurora Medical Group (AMG) is part of Advocate Health, one of the nation’s largest nonprofit health systems. With more than 350 locations across Illinois and Wisconsin, AMG offers a wide range of specialties and services, including primary care, medical and surgical care, pediatrics, women’s health, behavioral health, and more. Our team is dedicated to delivering exceptional care and improving health outcomes in the communities we serve. Joining AMG means being part of a collaborative, patient-focused environment where innovation and quality care thrive.

We’re Looking For

• High School Diploma or GED required.
• Typically requires 1 year of experience in performing scheduling, customer service, and administrative/clerical support duties.

What You’ll Do

Schedule: Part time position

Week 1: Tuesday, Wednesday, and Thursday, 8:30am-5pm

Week 2: Wednesday, Thursday, 8:30am-5pm

As a Clinical Office Assistant, you’ll play a vital role in the care team – supporting providers, connecting with patients, and helping ensure a seamless, compassionate experience every day.

As a key member of the ambulatory care team, you will execute:

• Patient Care Reception: Greet visitors, check-in patients, collect co-payments, and answer routine inquiries.
• Appointment Scheduling: Manage provider calendars, book patient visits, and coordinate external referrals or appointments.
• Phone Management: Answer calls, screen inquiries, and accurately triage clinical messages to appropriate staff.
• Medical Records Handling: Assemble, copy, process, and release patient charts in coordination with Medical Records.
• Administrative Operations: Sort mail, manage office supplies, maintain equipment, and coordinate logistics for meetings.
• Data & Reporting: Update registries, compile basic administrative reports, and process billing or reimbursement forms.
• Insurance Coordination: Process patient registrations, complete medical referrals, and track required insurance re-authorizations.

About This Location

The Outpatient Rehab Spine Program team at the Aurora St. Luke's Medical Center medical offices in Milwaukee, WI, consists of a multidisciplinary network of specialists dedicated to diagnosing and treating complex back and neck conditions. Operating out of centralized offices like Aurora Spine Services, this fully integrated team features spine physiatrists, physical therapists, rehabilitation specialists, surgeons, radiologists, and dedicated nurse navigators. Together, they build personalized, minimally invasive recovery paths utilizing non-surgical pain management, targeted orthopedic physical therapy, and advanced neurosurgery to guide patients toward functional independence and long-term relief.

Your feedback matters. Every teammate’s voice is vital in shaping our culture and improving care. We value your insights and experiences because they help us grow stronger together.

Physical Requirements and Working Conditions

• Ability to sit, walk, stand, bend, and lift frequently throughout the workday.
• Must be able to occasionally lift items weighing up to 20 lbs.
• Must have functional speech, vision, and hearing.
• Operates all equipment necessary to perform the job.
• Exposed to a normal office environment.

Ready to Take the Next Step

Apply Now!

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.