Clinical Administrative Assistant II - Breast Center

Cleveland Clinic

1d•Onsite

About The Position

The Clinical Administrative Assistant II serves as a key point of contact for patients, physicians, and nurses in a fast-paced clinical environment, directly supporting 10–12 providers within the Breast Center. The role supports efficient clinical operations by managing patient inquiries and communications, provider schedules, correspondence, referrals, records, and administrative processes. The position is full-time, day shift, with a schedule of either 8:30 a.m.–5:00 p.m. or 8:00 a.m.–5:00 p.m. at Cleveland Clinic Main Campus in Cleveland. Responsibilities include managing calendars, travel bookings, reimbursements, and staff out-of-office arrangements; processing fax requests; managing MyChart messages and phone calls; supporting referrals and patient check-in for virtual appointments; and helping patients with insurance and medical-record matters. The assistant also schedules meetings, supports licensing and recertification renewals, provides IT assistance, coordinates department events, manages mail, and takes and transcribes meeting minutes.

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 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 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 renewal.
Offer IT assistance.
Arrange and execute department events and manage incoming mail.
Take and transcribe meeting minutes.
Perform other duties as assigned.