Clinical Administrative Assistant II: Spine and Pain

Cleveland Clinic

1d•Hybrid

About The Position

Cleveland Clinic's Main Campus is seeking a Clinical Administrative Assistant II to provide advanced administrative and operational support to a multidisciplinary medical team. This role is crucial for ensuring efficient clinic workflows and an exceptional patient experience. The assistant will serve as a key liaison between patients and providers, supporting five clinicians. Responsibilities include managing a high volume of communications, appointments, and administrative requests, such as coordinating provider schedules, handling patient calls, processing medication refills, managing MyChart communications, tracking provider time off, and maintaining accurate documentation. The role also involves preparing and processing FMLA and disability paperwork, managing fax correspondence, submitting reimbursements and expense reports, and ensuring timely resolution of patient and provider requests. Success requires exceptional organizational skills, attention to detail, strong customer service, and the ability to manage competing priorities in a fast-paced healthcare environment. This is a full-time position, initially M-F, days, 8:00 am-5:00 pm, transitioning to a hybrid model (2 days in office, 3 days at home) after 90 days.

Requirements

High School Diploma or GED
3 years of administrative assistant experience in a professional setting OR Associate Degree or Bachelor’s Degree may substitute two years of experience
Experience with Electronic Medical Records
Must complete EPIC training during first year
Experience using Microsoft Office Suite products (Outlook, Word, Excel or Power Point)
Experience may be assessed with an on-line Skills Assessment
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, the ability to move up to 20 pounds
Follows standard precautions using personal protective equipment.

Nice To Haves

Associate’s Degree
Healthcare experience
Typing proficiency with accuracy
EPIC experience

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.
Effectively document and convey patient matters to appropriate medical professionals and initiate pending order and labs, etc.
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’s emails and manage staff out-of-office arrangements.
Respond to referral emails.
Schedule meetings, manage travel and reimbursement processes, and assist with recertification/licensing renewal.
Offer IT assistance.
Arrange and execute all department events and manage incoming mail.
Take and transcribe meeting minutes.
Other duties as assigned.