Clinical Administrative Assistant II - Head & Neck

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

Job summary

Cleveland Clinic’s Main Campus seeks an Administrative Assistant to support patient flow, referrals, and records across multiple clinics. You will manage scheduling, triage inquiries, and coordinate with care teams in a fast-paced hospital setting.

The role requires EMR experience, EPIC training within the first year, and proficient MS Office skills. This on-site position offers comprehensive benefits and a standard business schedule.

Qualifications

• High School Diploma or GED required; Associate/Bachelor’s may substitute two years of experience.
• 3 years of administrative assistant experience in a professional setting.
• Experience with Electronic Medical Records (EMR).
• Must complete EPIC training during first year.
• Experience using Outlook, Word, Excel or PowerPoint.

Responsibilities

• Manage incoming correspondence for disbursement to the appropriate practice.
• Serve as the first point of contact for referrals and patient inquiries.
• Manage external medical records and EPIC entries.
• Document and convey patient matters to medical staff and initiate orders.
• Manage physician clinic schedules and resolve scheduling errors.
• Collect insurance information and liaise with Patient Financial Advisors.
• Assist patients with check-in for virtual appointments.
• Initiate referral processes and monitor empaneled referrals.
• Handle messages and inbound calls; perform other duties as assigned.
• Administrative tasks including emails, travel, and minutes.

Skills

Communication

Organization

Time management

Customer service

Multitasking

Education

High School Diploma or GED

Associate/Bachelor’s degree may substitute two years experience

Tools

EPIC Training

Microsoft Office Suite

Job description

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.

Cleveland Clinic’s Head & Neck Institute is one of the most distinguished otolaryngology medical centers in the country. The multi-specialty institute is made up of more than 40 staff physicians practicing several highly specialized tertiary care services including Hearing and Speech, Head and Neck Surgery, Laryngotracheal Reconstruction, Nasal and Sinus Disorders, Otology-Neurotology, Pediatric Otolaryngology and Vestibular and Balance Disorders.

A caregiver in this position works 8:00am to 5:00pm.

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
• 3 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 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.

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.).