Clinical Administrative Assistant II(III) – Cardiovascular Medicine

Cleveland Clinic•Cleveland, OH

1d•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 excellent communication skills, strong attention to detail, and the ability to respond promptly and accurately while managing multiple priorities and supporting efficient clinical operations. The caregiver works full time, Monday through Friday, from 8:00 a.m. to 5:00 p.m., with no weekends or holidays. The position is based at Cleveland Clinic Main Campus in Cleveland, in Imaging—Heart Vascular & Thoracic Institute.

Requirements

High school diploma or GED and 3 years of administrative assistant experience in a professional setting, or an associate or bachelor's degree and 2 years of administrative assistant experience in a professional setting.
Healthcare setting experience.
Previous experience as a Clinical Administrative Assistant II or in a similar role.
Experience with electronic medical records.
Completed EPIC training or certification.
Proficiency in QGenda.
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 degree.
Typing proficiency with accuracy.
EPIC experience.
Experience handling MyChart messages.
Strong customer service skills.
Proficiency with Outlook, including calendar management and sending communications on behalf of providers.
Experience handling patient phone calls and addressing patient concerns.

Responsibilities

Manage incoming correspondence for disbursement to the appropriate practice.
Serve as the first point of contact for outside and internal referrals and patient or 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.
Onboard and schedule outside clinical observers.
Respond to provider emails and manage staff out-of-office arrangements.
Schedule meetings, manage travel and reimbursement processes, and assist with recertification and licensing renewal.
Offer IT assistance.
Manage staff and medical student onboarding processes.
Arrange and execute department events and manage incoming mail.
Take and transcribe meeting minutes.
Create, maintain, and disseminate departmental on-call schedules.
Perform other duties as assigned.