Clinical Administrative Assistant III

Cleveland Clinic; Cleveland (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

Cleveland Clinic Health System is seeking a Clinical Administrative Assistant III to support the Fairview Neuro-Fairview Hospital department at the Main Campus in Cleveland. The role runs days, 8:00am–5:00pm, and involves extensive coordination among patients, providers and enterprise-wide teams to ensure excellent patient care.

Responsibilities include managing referrals and schedules, handling medical records in EPIC, and supporting staff with onboarding, travel, and meetings.

Qualifications

• High School Diploma or GED with 3 years of office admin experience.
• Associate or Bachelor’s Degree with 2 years of admin experience in a professional setting.
• Healthcare setting experience is preferred.
• Experience as Clinical Admin Asst II or similar is a plus.
• Experience with Electronic Medical Records (EMR) is required.
• EPIC training or certification is required.
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint).
• Online skills assessment may be used to evaluate qualifications.

Responsibilities

• Handle patient-facing tasks and triage inquiries to the appropriate practice.
• Serve as the first point of contact for referrals and patient/family questions.
• Manage external medical records and EPIC data entry.
• Document patient matters and coordinate with medical professionals and labs.
• Schedule physician clinic slots and resolve scheduling issues.
• Collect and forward insurance information to Patient Financial Services.
• Assist patients with check-in for virtual appointments and referrals.
• Assist with department communications and other duties as assigned.

Skills

Healthcare administration

Scheduling

EMR experience

Education

High School Diploma/GED + 3 years admin experience

Associate or Bachelor’s Degree + 2 years admin experience

Tools

EPIC

QGenda

Microsoft Office Suite

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 III

Location

Cleveland

Facility

Cleveland Clinic Main Campus

Department

Fairview Neuro-Fairview Hospital

Job Code

B99912

Shift

Days

Schedule

8:00am-5:00pm

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 III provides advanced administrative and operational support to the department, helping maintain efficient workflows and deliver an exceptional patient experience throughout the continuum of care. Serving as a key liaison among patients, providers, clinical staff, and enterprise-wide departments, this role promotes seamless communication, effective coordination, and high-quality service delivery.

The position requires a strong understanding of healthcare administration, medical terminology, scheduling, and patient care processes.

A caregiver in this position works days, 8:00am—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 orders 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

• Onboard and schedule outside clinical observers.

• Respond to provider’s emails and manage staff out-of-office arrangements.

• Schedule meetings, manage travel and reimbursement processes, and assist with recertification/licensing renewal.

• Offer IT assistance.

• Manage staff and medical student onboarding processes.

• Arrange and execute all department events and manage incoming mail.

• Take and transcribe meeting minutes

• Create, maintain and disseminate departmental on call schedules

• Other duties as assigned.

Minimum qualifications for the ideal future caregiver include:

• High School Diploma/GED and 3 years of administrative assistant experience in a professional setting

• OR Associate or Bachelor’s Degree and 2 years of administrative assistant experience in a professional setting

• Healthcare setting experience

• Previous experience as a Clinical Admin Asst II or similar

• Experience with Electronic Medical Records

• Must have completed EPIC training or certification

• Proficiency in QGenda

• 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:

• Associates Degree

• Typing proficiency of with accuracy

• EPIC experience

• Experience handling MyChart massages

• Strong customer service

• Proficiency with Outlook, including calendar
  management and sending communications on behalf of providers

• Experience handling patient phone calls and addressing patient
  concerns

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.