Clinical Administrative Assistant II - Cardiac Surgery

Cleveland Clinic•Cleveland, OH

5d•Onsite

About The Position

The Clinical Administrative Assistant II supports two Cardiac Surgery physicians at Cleveland Clinic Main Campus and 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 excellent communication, attention to detail, prompt and accurate responses, and the ability to manage multiple priorities while supporting efficient clinical operations. The position combines patient-facing and administrative responsibilities. Patient-facing work includes managing correspondence, referrals, inquiries, medical records, patient messages and calls, clinic schedules, insurance information, and virtual appointment check-ins. Administrative work includes responding to provider emails, coordinating meetings and travel, assisting with recertification and licensing renewals, offering IT assistance, arranging department events, managing mail, and taking and transcribing meeting minutes. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., with no weekends or holidays. The caregiver must complete EPIC training during the first year.

Requirements

High school diploma or GED.
Three years of administrative assistant experience in a professional setting; an associate degree 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.
Ability to perform work in a stationary position for extended periods.
Ability to operate a computer and other office equipment.
Ability to travel throughout the hospital system.
Ability to communicate and exchange accurate information.
In some locations, ability to move up to 20 pounds.
Follow standard precautions using personal protective equipment.

Nice To Haves

Associate’s degree.
Healthcare experience.
Typing proficiency with accuracy.

Responsibilities

Manage incoming correspondence for disbursement to the appropriate practice.
Serve as the first point of contact for outside and internal referrals and patient/family inquiries, and triage appropriately.
Manage external medical records, including initial and follow-up phone calls and entering images into the EPIC system.
Document and convey patient matters to appropriate medical professionals and initiate pending orders and labs.
Manage physician clinic schedules, including slot management and reconciling 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 providers’ 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 renewal.
Offer IT assistance.
Arrange and execute department events and manage incoming mail.
Take and transcribe meeting minutes.
Perform other duties as assigned.