Clinical Administrative Assistant II - Cardiovascular Medicine

Cleveland Clinic; United States; On-site; USD 42,000 - 58,000; Full time

Job summary

Cleveland Clinic Health System is seeking a Clinical Administrative Assistant II for the Heart Failure-Heart Vascular & Thoracic Institute at the Main Campus in Cleveland. The position supports patient coordination, front-desk duties, and EPIC communications in a fast-paced clinical environment.

You will handle high volumes of calls and referrals, manage medical records, document patient matters, and help keep clinic schedules and billing processes aligned.

Qualifications

• High School Diploma or GED required.
• 3 years of administrative assistant experience in a professional setting.
• 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 PowerPoint).
• Experience may be assessed with an online Skills Assessment.

Responsibilities

• Manage high volume incoming calls and EPIC communications, including MyChart messages, prescription refill requests, and patient inquiries.
• 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.
• 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 and 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.

Skills

Communication skills

Multitasking

EPIC training

Microsoft Office

Phone etiquette

Medical office experience

Education

High School Diploma or GED

Associate/Bachelor degree substitution

Tools

EPIC EMR

Microsoft Office

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 - Cardiovascular Medicine

Location

Cleveland

Facility

Cleveland Clinic Main Campus

Department

Heart Failure-Heart Vascular & Thoracic Institute

Job Code

B99911

Shift

Days

Schedule

8:00am-5:00am

Job Details

Join Cleveland Clinic’s Heart, Vascular & Thoracic Institute and become a part of one of the most respected healthcare organizations in the world. Cleveland Clinic has been recognized as one of the top hospitals in the country for cardiac care. The Heart, Vascular & Thoracic Institute cares for patients with a variety of heart, vascular and thoracic diseases and provides the highest level of patient care, innovativetreatmentsand a welcoming environment to all.

The Clinical Administrative Assistant serves as a key point of contact for patients, physicians, and nurses in a fast-paced clinical environment. 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 worksdays| 8:00am—5:00pm| M-F| no holidays.

A caregiver who excels in this role will:

Patient Facing

• Manage incoming correspondence for disbursement to theappropriate 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 toappropriate medicalprofessionals andinitiatependingorderand labs, etc.

• Manage physician clinic schedules, including slot management and reconciling scheduling errors.

• Collect insurance information,forwardit to Patient Financial Advisors and follow-up asrequired.

• Assistpatients with check-in for virtual appointments.

• Initiate patient referral processes andmonitorreferrals for empaneled patients.

• Assistwith 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, andassistwith recertification/licensing renewal.

• Offer ITassistance.

• 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

• 3 years of administrative assistant experience in a professional setting

• ORAssociate Degree or Bachelor’sDegree 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,Excelor 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

• Typingproficiencyof 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 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.