Clinical Administrative Assistant II

Cleveland Clinic; Cleveland (OH); On-site; USD 22,000 - 33,000; Full time

Job summary

Cleveland Clinic in Cleveland, OH seeks an Administrative Assistant to support medical staff and departments, ensuring efficient operation and a superior patient experience.

Responsibilities include front-line patient contact, scheduling, handling referrals, and coordinating with IT and Administrative teams. The role requires a High School Diploma or GED, an Associate’s degree preferred, three years of healthcare admin experience, and proficiency with Microsoft Office.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Three years’ administrative assistant experience in a professional setting, healthcare experience preferred.
• Experience with Electronic Medical Records (EMR) required.
• Typing proficiency with accuracy preferred.
• Experience using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Must complete EPIC training during first year.

Responsibilities

• Manage incoming correspondence and triage to the appropriate practice.
• Serve as first point of contact for referrals and patient/family inquiries.
• Manage external medical records and enter images into EPIC.
• Document and convey patient matters to medical professionals and initiate orders/labs.
• Schedule physician clinics and reconcile scheduling errors.

Skills

EPIC training

Microsoft Office

Typing accuracy

Education

High School Diploma or GED

Associate’s degree preferred

Tools

EPIC

Job description

Provides comprehensive support to medical staff ensuring an efficient operation of the department and exceptional patient experience. Patient interactions and duties will vary according to departmental specialties and the provider’s practice.

Responsibilities

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.

Education

• High School Diploma or GED.
• Associate’s degree preferred.

Languages

• English required

Certifications

• None required

Complexity of Work

• Requires critical and forward thinking and problem-solving skills, decisive judgment, and the ability to work with minimal supervision.
• Requires the ability to be an effective liaison between patients and medical professionals at all levels.
• Excellent communication and organization skills.
• Must be able to be proactive and work in a stressful and fast paced environment.

Work Experience

• Three years’ administrative assistant experience in a professional setting, healthcare experience preferred.
• An associate or bachelor’s degree may offset two years' experience.
• Experience with Electronic Medical Records required
• Must complete EPIC training during first year
• Typing proficiency of with accuracy preferred.
• Experience using Microsoft Office Suite products (Outlook, Word, Excel or Power Point).
• Experience may be assessed with an on-line Skills Assessment.

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.

Pay Range

Minimum hourly: $16.47

Maximum hourly: $23.61

The pay range displayed on this job posting reflects the anticipated range for new hires. A successful candidate’s actual compensation will be determined after taking factors into consideration such as the candidate’s work history, experience, skill set and education. The pay range displayed does not include any applicable pay practices (e.g., shift differentials, overtime, etc.). The pay range does not include the value of Cleveland Clinic’s benefits package (e.g., healthcare, dental and vision benefits, retirement savings account contributions, etc.).