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Rehab Clerical Aide

Advocate Health · Manitowoc, WI · $20.80–$31.20 an hour · Full time

Posted Sep 2, 2026 · We last checked this listing on Oct 6, 2026

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Likely interview questions for this role

Written from this job description, not a generic list. Each one notes what the interviewer is really checking.

About your past

Tell me about a time you had to deal with a frustrated or upset patient or customer. What did you do and how did it turn out?

What they are checking: ability to stay calm, use de-escalation skills, and protect the patient experience

Tell me about a time you caught a mistake in paperwork or data entry before it became a bigger problem.

What they are checking: attention to detail in administrative work like referrals, records, and registration

Describe a time you had to keep sensitive information, like a patient's medical record, confidential even when someone was pressuring you for it.

What they are checking: understanding of HIPAA and patient privacy obligations

Tell me about a job where you had to juggle scheduling, phones, and paperwork at the same time. How did you keep it all straight?

What they are checking: real-world proof of multitasking in an administrative support role

What does good customer service look like to you in a medical office versus, say, a retail setting?

What they are checking: whether the candidate understands the added sensitivity of a healthcare front-desk environment

What would you do

Walk me through how you'd handle the front desk when three patients are checking in at once, the phone is ringing, and someone needs to schedule a follow-up appointment.

What they are checking: whether the candidate can prioritize competing demands without losing composure or dropping tasks

A patient calls in describing symptoms that sound urgent, but you're not clinical staff. What do you do?

What they are checking: judgment about when to triage versus escalate, and awareness of scope of role

This role has you working closing shifts two to four days a week. How do you handle the last hour of a shift when things are winding down but there's still a line at the desk?

What they are checking: stamina and reliability for the specific schedule demands of this position

If you noticed the mail or department documents were piling up because everyone was busy with patients, what would you do?

What they are checking: initiative and ownership of routine administrative duties without being told

About the work

How do you go about scheduling patients when you're coordinating with other departments or physician offices that have their own calendars?

What they are checking: practical understanding of multi-party scheduling and follow-through

What experience do you have collecting co-payments and handling cash or card transactions at check-in?

What they are checking: comfort with basic financial transactions and accuracy under time pressure

How comfortable are you with Excel and similar tools for tracking things like logs, reports, or re-authorization follow-ups?

What they are checking: actual proficiency with Microsoft Office tools used for tracking data, not just familiarity

Walk me through how you'd process a referral that needs a re-authorization, from start to finish.

What they are checking: understanding of the referral and authorization workflow specific to outpatient clinics

Practice this interview out loud.

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The full job description

As published by Advocate Health.

Department: 37531 AMC Manitowoc County - Outpatient Rehabilitation: MOB Status: Full time Benefits Eligible: Yes Hou rs Per Week: 30 Schedule Details/Additional Information: Clinic open M-F with working hours 6:45 A.M.- 6:00 P.M. Monday-Thursday and 6:45 A.M.- 5:30 P.M. Friday. Exact days/hours of schedule varies based on staffing and department needs but typically work until close 2-4 days a week. No weekends or holidays. Training included. Experience with health care preferred but not required. Apply today to join a highly motivated, supportive team dedicated to providing a high quality, positive patient experience. Pay Range: $20.80 - $31.20 Major Responsibilities: • Supports the efficiency of the Licensed Therapy Provider and the smooth functioning of the rehabilitation department. Responsible for direct patient contact activities under the supervision of the licensed provider such as patient positioning and transfers, preparation and application of therapeutic modalities, follow through on routine patient exercises or start up on exercise equipment, assisting with crutch walking and gait training. • Improves therapist efficiency by starting patient treatments when patients are overlapped and utilizing other problem solving strategies. • Communicates well with patients and therapists, anticipants patient and therapist needs and conveys patient concerns, status changes and response to treatment with the appropriate therapist. • Performs registration, scheduling, cashiering, admitting and follow-up of patients to ensure they are cared for in the most efficient and courteous manner. Coordinates patient appointments with other areas or physician offices as needed. • Performs reception/clerical duties which includes answering phones, taking messages, transferring calls, greeting, registering and scheduling patients, billing, faxing, photocopying, assembling patient medical records, opening, sorting and routing incoming mail. • Review therapy orders in the electronic medical records system and ensures patients are routed appropriately. • Maintain department files, binders, records, logs, etc. Process billing/reimbursement forms and other department records. Completes insurance verifications and authorizations. Tracks and follows up on need for reauthorizations. • Monitor the therapy environment to ensure it meets patient experience standards. • Orders, stocks, and organizes therapy equipment and supplies. Stocks and disposes linens as appropriate. Monitors department office equipment and troubleshoots minor problems. • Cleans and disinfects gym/treatment areas, equipment, tables, wheelchairs, walkers, pool, hydrotherapy unit, etc. according to established standards. Performs routine maintenance/safety checks and completes work orders. Licensure, Registration, and/or Certification Required: • Basic Life Support (BLS) for Healthcare Providers certification issued by the American Heart Association (AHA) needs to be obtained within 6 months unless department leader has determined it is not required. Education Required: • High School Graduate. Experience Required: • Typically requires 1 year of experience in health care, public relations or health care education. Knowledge, Skills & Abilities Required: • Demonstrated customer service skills. • Strong communication and organizational skills. • Ability to engage people in a warm and positive way. • Intermediate computer skills including experience with word processing, spreadsheet software, data entry and keyboarding. Physical Requirements and Working Conditions: • Must sit, stand, walk, lift, squat, bend, twist, kneel, and reach above shoulders throughout the workday. • Must be able to: • lift up to 50 lbs. from floor to waist. • lift up to 10 lbs. from waist to overhead. • lift and carry up to 40 lbs. at waist height a reasonable distance. • Must be able to: • push/pull with 30 lbs. of force. • perform a sliding transfer of 150 lbs. with a second person present. • Must have functional speech, hearing, and sight. • Exposed to electrical and chemical hazards as well as blood and body fluids; therefore must have ability to wear protective clothing as needed. • Operates all equipment necessary to perform the job. • Position may require travel, therefore may be exposed to road and weather hazards. 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. Our Commitment to You: Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including: Compensation • Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training • Premium pay such as shift, on call, and more based on a teammate's job • Incentive pay for select positions • Opportunity for annual increases based on performance Benefits and more • Paid Time Off programs • Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability • Flexible Spending Accounts for eligible health care and dependent care expenses • Family benefits such as adoption assistance and paid parental leave • Defined contribution retirement plans with employer match and other financial wellness programs • Educational Assistance Program Note: Eligibility for programs listed above may depend on your FTE or status (e.g., full-time, part-time, per diem, temporary, etc.); please ask a Recruiter for more information during an interview. About Advocate Health Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.

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