Medical Office Assistant

Location: 2124 Ogden Ave, Aurora, IL 60504, USA (Base location 3 days/week; floating 2 days/week to regional locations including Carpentersville, Woodstock, and Joliet West)

Compensation: $17.50 – $18.80 / hour

Employment Type: Full-Time

About Aunt Martha’s

Aunt Martha’s Health and Wellness boldly commits to supporting the well-being of our communities, ensuring equity in access, and delivering exceptional care inspired by a culture of innovation. We are dedicated to creating environments that allow us to do what we do best—provide accessible healthcare and wellness services.

Position Summary

Under the direct supervision of the Nurse Manager, the Administrative Medical Office Assistant provides frontline administrative support to patients, clinical staff, and health center operations. This role is based at our Aurora health center 3 days per week, with 2 days per week floating to support other regional locations (including Carpentersville, Woodstock, and Joliet West).

This position is responsible for patient registration, appointment scheduling, insurance verification, collection of co-pays and deductibles, and ensuring a welcoming, organized, and efficient front office experience across our health centers. The ideal candidate demonstrates strong customer service skills, attention to detail, professionalism, reliable transportation for regional travel, and the ability to manage multiple administrative tasks in a fast-paced healthcare environment.

Key Responsibilities

• Uphold patient confidentiality and ethical behavior in alignment with Aunt Martha’s policies.

• Provide administrative support to the health center and assist patients, visitors, and staff in a professional manner.

• Support health centers within the designated region, working 3 days/week at the primary Aurora base and floating 2 days/week to other locations (e.g., Carpentersville, Woodstock, Joliet West) as needed.

• Actively participate in daily team huddles to support clinic operations.

• Register new and returning patients using the electronic health record (EHR) system, ensuring completion of all required forms and accurate data entry.

• Verify insurance eligibility and income, and upload required documentation into the EHR.

• Refer uninsured or underinsured patients to enrollment specialists for insurance support.

• Answer phone calls professionally and courteously, route communications appropriately, and document all interactions in the EHR.

• Schedule, reschedule, and cancel appointments as needed.

• Conduct reminder and follow-up calls for missed appointments per protocol.

• Process patient check-outs, including collecting payments, issuing receipts, submitting claims, and scheduling follow-up visits as directed by clinical staff.

• Complete administrative tasks, phone messages, patient cases, and eligibility reviews by the end of business each day.

• Perform daily cash reconciliation and end-of-day batch closing accurately.

• Process medical record requests within established timeframes.

• Collect and distribute internal and external mail.

• Complete all required Core Curriculum training.

• Perform additional duties as assigned.

Qualifications

Education & Experience

• High school diploma or GED required.

• At least one year of previous customer service experience required.

• Previous experience as a Medical Office Assistant, Administrative Assistant, Patient Access Representative, Front Desk Representative, or in a healthcare setting is strongly preferred.

Additional Requirements

• Reliable transportation required (must be able to travel to regional float locations 2 days/week).

• Bilingual (English/Spanish) skills are a plus.

• Flexibility to work evening hours, weekends, and scheduled holidays as needed.

Compensation and Benefits

• Competitive pay rate: $17.50 – $18.80 / hour

• Health, Dental, and Vision Insurance

• Disability and Life Insurance

• Paid Vacation, Sick Days, and Holidays

• Retirement Plan

• Employee Assistance Program (EAP)

• Employee discounts on services such as cell phones, restaurants, and more