Clinical Administrative Assistant II

Cleveland Clinic•Cleveland, OH

4d•Hybrid

About The Position

The Clinical Administrative Assistant II supports five providers at Cleveland Clinic Main Campus in the Spine-Neurological Institute and serves as a primary point of contact for patients. The role handles patient calls and inquiries, refill requests, referrals, medical records, provider schedules, correspondence, and administrative processes. 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 is full-time, day shift, with a schedule of 8:00 a.m. to 5:00 p.m. There are no weekend or holiday shifts. After 90 days, the role is hybrid, with three days in the office and two days at home. The assistant works with clinical teams and providers, including processing fax and MyChart requests, preparing FMLA and disability forms, and managing reimbursements and expense reports.

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's degree.
Healthcare experience.
Typing proficiency with accuracy.
EPIC experience.

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 calls and entering images into the EPIC system.
Document and communicate patient matters to appropriate medical professionals and initiate pending orders and labs.
Manage physician clinic schedules, including slot management and correction 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 renewal.
Offer IT assistance.
Arrange and execute department events and manage incoming mail.
Take and transcribe meeting minutes.
Process fax requests, prepare FMLA and disability forms for clinical teams, and manage MyChart refill requests.
Track requests and vacation time and submit reimbursements and expense reports.
Perform other duties as assigned.