Clinical Administrative Assistant 2

At Cleveland Clinic Health System, we believe in a better future for healthcare. And each of us is responsible for honoring our commitment to excellence, pushing the boundaries and transforming the patient experience, every day.

We all have the power to help, heal and change lives — beginning with our own. That’s the power of the Cleveland Clinic Health System team, and The Power of Every One.

Job Title

Clinical Administrative Assistant II

Location

Cleveland

Facility

Cleveland Clinic Main Campus

Department

Spine-Neurological Institute

Job Code

B99911

Shift

Days

Schedule

8:00am-5:00pm

Job Summary

Job Details

Join Cleveland Clinic’s Main Campus where research and surgery are advanced, technology is leading-edge, patient care is world class and caregivers are family. Here, you will work alongside a passionate and dedicated team, receive endless support and appreciation, and build a rewarding career with one of the most respected healthcare organizations in the world. 

The Clinical Administrative Assistant II supports five providers and serves as a primary point of contact for patients. Responsibilities include answering patient calls, managing refill requests, fielding questions, supporting provider calendars, tracking requests and vacation time and submitting reimbursements and expense reports. The role also processes fax requests, prepares FMLA and disability forms for the clinical teams and manages MyChart refill requests, ensuring all patient inquiries are addressed accurately and timely. This position 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. 

A caregiver in this position works full-time, days, from 8:00AM – 5:00PM. No weekends or holidays. 

After 90 days, the role is hybrid - three days in office, two days at home.

A caregiver who excels in this role will:  

Patient Facing

• 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. 

• Other duties as assigned. 

Administrative  

• 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. 

Minimum qualifications for the ideal future caregiver include:  

• High School Diploma or GED 

• Three 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 

Preferred qualifications for the ideal future caregiver include: 

• Associate’s Degree 

• Healthcare experience 

• Typing proficiency of with accuracy 

• EPIC experience 

Physical Requirements:

•  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

Personal Protective Equipment:

•  Follows standard precautions using personal protective.

The policy of Cleveland Clinic Health System and its system hospitals (Cleveland Clinic Health System) is to provide equal opportunity to all of our caregivers and applicants for employment in our drug free environment. All offers of employment are followed by testing for controlled substances.

Cleveland Clinic Health System administers an influenza prevention program. You will be required to comply with this program, which will include obtaining an influenza vaccination on an annual basis or obtaining an approved exemption.

Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any Cleveland Clinic Health System facility. 

If applying for a Florida position, please see the following website for more information on the background screening requirements required by the Agency of Health Care Administration: https://info.flclearinghouse.com/

Please review the Equal Employment Opportunity poster. 

Cleveland Clinic is pleased to be an equal employment opportunity employer.