Clinical Administrative Assistant II - Cardiovascular Medicine

Cleveland Clinic

3d•Onsite

About The Position

The Clinical Administrative Assistant serves as a key point of contact for patients, physicians, and nurses in a fast-paced clinical environment. The role manages a high volume of incoming calls and EPIC communications, including MyChart messages, prescription refill requests, and patient inquiries. It requires strong communication and attention to detail, prompt and accurate responses, and the ability to manage multiple priorities while supporting efficient clinical operations. The position supports the Heart, Vascular & Thoracic Institute’s Heart Failure department at Cleveland Clinic Main Campus in Cleveland. The schedule is weekdays, 8:00 a.m. to 5:00 p.m., with no holidays. Duties span patient-facing clinical administration and general department support.

Requirements

High school diploma or GED.
Three years of administrative assistant experience in a professional setting; an associate or bachelor's degree may substitute for two years of experience.
Experience with electronic medical records.
Must complete EPIC training during the first year.
Experience using Microsoft Office Suite products, including Outlook, Word, Excel, or PowerPoint.
Experience may be assessed with an online skills assessment.

Nice To Haves

Associate degree.
Healthcare experience.
Typing proficiency with accuracy.

Responsibilities

Manage incoming correspondence and route it to the appropriate practice.
Serve as the first point of contact for internal and external referrals and patient or family inquiries, and triage appropriately.
Manage external medical records, including making initial and follow-up phone calls and entering images into EPIC.
Document and communicate patient matters to appropriate medical professionals; initiate pending orders and laboratory requests.
Manage physician clinic schedules, including slot management and reconciliation of scheduling errors.
Collect insurance information, forward it to Patient Financial Advisors, and follow up as required.
Assist patients with check-in for virtual appointments.
Initiate patient referral processes and monitor referrals for empaneled patients.
Assist with messages and inbound calls.
Respond to provider emails and manage staff out-of-office arrangements.
Respond to referral emails.
Schedule meetings, manage travel and reimbursement processes, and assist with recertification and licensing renewals.
Offer IT assistance.
Arrange and execute department events and manage incoming mail.
Take and transcribe meeting minutes.
Perform other duties as assigned.