Clinical Administrative Assistant II - Cardiac Surgery

Cleveland Clinic; Cleveland (OH); On-site; USD 36,000 - 54,000; Full time

Job summary

Cleveland Clinic Health System is seeking a Clinical Administrative Assistant II for the Cardiac Surgery team at the Main Campus in Cleveland, OH. The role supports two cardiac physicians, handles EPIC communications, and ensures efficient patient flow in a fast-paced clinical setting.

The ideal candidate has a high school diploma or GED and at least three years of administrative experience, with EPIC training to be completed in the first year.

Qualifications

• High School Diploma or GED required.
• Three years of administrative assistant experience in a professional setting.
• Associate or Bachelor’s Degree may substitute two years of experience.
• Experience with Electronic Medical Records (EMR).
• Must complete EPIC training during first year.
• Experience using Microsoft Office Suite products (Outlook, Word, Excel or PowerPoint).
• Online Skills Assessment may be used to assess qualifications.

Responsibilities

• Manage a high volume of incoming calls and EPIC communications, MyChart messages, prescription refill requests, and patient inquiries.
• Serve as the first point of contact for referrals and inquiries, triage appropriately.
• Manage external medical records and entering images into the EPIC system.
• Document and convey patient matters to medical staff and initiate orders and labs.
• Manage physician clinic schedules, slot management, and scheduling corrections.
• Collect insurance information and forward to Patient Financial Advisors with follow-up.
• 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.

Education

High School Diploma or GED

Associate/Bachelor’s Degree substitute two years experience

Tools

EPIC

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Job description

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 - Cardiac Surgery

Location

Cleveland

Facility

Cleveland Clinic Main Campus

Department

Cardiac Surgery-Heart Vascular & Thoracic Institute

Job Code

001646

Shift

Days

Schedule

8:30am-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 IIserves as a key point of contact for patients, physicians and nurses in a fast-paced clinical environment. Here, you will be supporting two Cardiac physicians.This role manages a high volume of incoming calls and EPIC communications, including MyChart messages, prescription refill requests and patient inquiries. The 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 Monday-Fridayfrom 8:30AM – 5:00PM.No weekends or holidays.

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

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 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.