Administrative Assistant NEW

Administrative Assistant

Job Description

Overview

Multi‑Specialty Surgery Clinic

Schedule: Monday-Friday, 8:00 AM-4:30 PM (Onsite)

Location: Methodist Hospital Professional Center

Position Overview

This role supports a critical operational function within our multi‑specialty surgery clinic by ensuring a smooth, accurate, and timely patient check‑in process. The Patient Registration Representative verifies patient demographics, insurance information, emergency contacts, and required documentation prior to each visit. This work helps prevent delays, reduce administrative errors, and support accurate billing.

Most importantly, this role contributes directly to a positive patient experience by ensuring patients are seen promptly and providers have complete and accurate information at the start of each encounter.

Collaboration & Communication

This position collaborates closely with clinical providers, nursing staff, medical assistants, and other departments to share real‑time updates related to patient needs at check‑in. The role also assists patients with navigating the facility and coordinates with other departments as needed to support efficient patient flow.

Team Culture

Our team is a cohesive, patient‑centered group that works collaboratively to support both patients and providers. We value teamwork and step in for one another to keep the clinic running smoothly, especially during busy or challenging times.

We strive to foster an environment where feedback is encouraged, communication is open, and team members feel comfortable sharing ideas for improvement. Celebrating successes-both big and small-is an important part of maintaining a positive and supportive work culture.

Overall, this role offers the opportunity to join a team that prioritizes patient care, mutual respect, and continuous growth.

Onboarding & Training

Onboarding includes one‑on‑one training with the manager and team members, along with supplemental virtual learning sessions to support skill development and confidence in the role.

Core Responsibilities

• Ensure accurate and efficient patient check‑in and check‑out processes
• Verify patient demographics, insurance, emergency contacts, and required forms
• Communicate patient needs and updates to clinical and operational staff in real time
• Support patient flow through coordination with other departments
• Maintain accuracy and compliance in documentation and data entry

Skills for Success

Strong Multitasking & Time Management

Ability to prioritize tasks effectively in a fast‑paced clinical environment.

Excellent Communication & Customer Service

Demonstrates professionalism and empathy when assisting patients and collaborating with team members.

Attention to Detail & Accuracy

Ensures data integrity to support billing accuracy and clinical care.

Problem‑Solving & Critical Thinking

Comfortable troubleshooting registration issues, insurance alerts, and workflow challenges in partnership with leadership.

Technology & EHR Proficiency

Able to learn and effectively use EHR systems, scheduling platforms, and insurance tools.

Growth & Development

Willingness to Learn and Cross‑Train

Successful candidates are eager to learn all front‑office functions, including check‑in, check‑out, insurance workflows, chart preparation, and patient flow support. Cross‑training ensures flexibility during high‑volume periods and supports smooth clinic operations.

Ability to Become a Super User

The ideal candidate is motivated to develop advanced expertise in clinic systems. Super users help elevate team performance by sharing updates, best practices, and process improvements.

Reliability & Accountability

Consistent attendance, follow‑through, and ownership of responsibilities are essential to supporting patient flow and building trust across the care team.

High School Diploma/GED required.

• Requires 0-3+ years relevant experience; previous administrative experience preferred.
• Experience with matrix organization and complex work environment a plus.
• Requires basic proficiency in MS office (Word, PowerPoint, Excel).

We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.