Clinical Administrative Specialist

Dana-Farber Cancer Institute; Boston (MA); Hybrid; USD 50,070 - 60,730; Full time

Job summary

Dana-Farber Cancer Institute in Boston is seeking a Clinical Administrative Specialist I to support clinicians and the care team. The role involves triaging patient inquiries, coordinating care, and handling medical records with precision and discretion.

Under close supervision, you will draft patient correspondence, manage portal data, and ensure timely communication among caregivers while maintaining confidentiality and professionalism.

Qualifications

• High school diploma or equivalent; bachelor’s degree preferred.
• Minimum of one year of healthcare and/or customer service experience.
• Experience in a clinical or medical office setting preferred.

Responsibilities

• Provide clinical administrative support for department operations.
• Serve as liaison between patients and clinical staff to coordinate care.
• Triage patient messages and requests to the appropriate team per guidelines.
• Draft and prepare patient correspondence and disability paperwork.
• Request and track medical records from external institutions.
• Manage lab orders and portal input, distributing results to the care team.
• Distribute patient materials to team members and maintain workflows.
• Perform data entry in EMRs and other databases.
• Maintain professionalism and confidentiality with PHI.
• Communicate via email and phone with internal/external teams.

Skills

Team collaboration

Written and verbal communication

Customer service

Prioritization and problem solving

PC proficiency

Medical terminology

Remote/hybrid work

Confidentiality

Education

Bachelor's degree in Healthcare Administration or related field

Tools

EMR systems

Job description

This position will start in October 2026.

Under close supervision, the Clinical Administrative Specialist I provides clinical administrative support to physicians, nurses, and other members of the care team in their clinical practices in support of Dana‑Farber Cancer Institute’s mission. This role is a key member of the care team, facilitating real‑time communication and providing accurate patient information to clinicians using various communication systems. Following established triage guidelines, the Clinical Administrative Specialist I routes patient and caregiver symptom management questions, general requests, and inquiries to the appropriate team member. The position assumes responsibility for various aspects of care coordination and serves as a liaison between patients and clinical staff, supporting efficient, patient‑centered care delivery.

Located in Boston and the surrounding communities, Dana‑Farber Cancer Institute is a leader in cancer research and patient care.

Primary Duties and Responsibilities

• Provide clinical administrative support for the department, clinicians, and/or faculty, including managing routine administrative tasks that support day‑to‑day clinical operations.
• Serve as a liaison between patients and clinical staff, ensuring timely and accurate communication and facilitating coordination of care.
• Triage incoming patient messages and requests (phone, portal, and other communication channels) to relevant clinical team members in accordance with established triage guidelines; respond to patient inquiries within defined scope.
• Draft and prepare patient correspondence, including letters, disability paperwork, and other documentation, ensuring completeness, accuracy, and timely processing.
• Request and track medical records from external institutions and ensure that relevant information is routed to appropriate clinical team members.
• Manage reference lab orders and portal input, including entering and updating information accurately and distributing results or notifications to the care team as appropriate.
• Distribute incoming patient materials (e.g., forms, records, reports) to relevant team members and maintain organized workflows for document handling.
• Perform data entry and maintain accurate records in applicable systems, including electronic medical records and other clinical or administrative databases.
• Provide email and phone communication with internal and external teams or collaborators, ensuring professional, timely, and clear exchanges of information.
• Maintain a high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics, including protected health information.
• Perform other duties as assigned to support clinical operations and patient care.

Knowledge, Skills and Abilities

• Ability to function as an integral member of a team, building effective working relationships with clinicians, peers, and other staff.
• Excellent written and oral communication skills, with the ability to communicate clearly and professionally with patients, caregivers, and colleagues.
• Strong customer service skills and the ability to interact professionally with patients, families, peers, and leadership, including in emotionally charged situations.
• Ability to prioritize tasks, problem solve in real time and elevate issues appropriately within established guidelines.
• Proficiency with personal computers and standard office software (e.g., email, word processing, spreadsheets); ability to learn and use electronic medical records and other clinical systems.
• Strong organizational skills with the ability to multi‑task, manage competing priorities, and follow through on assignments with attention to detail and accuracy.
• Ability to work productively in a remote or hybrid environment, including managing time effectively and maintaining reliable communication.
• Ability to maintain confidentiality and handle sensitive information in accordance with institutional policies and regulatory requirements.
• Knowledge of medical terminology preferred.

Minimum Job Qualifications

• High school diploma or equivalent required. Bachelor’s degree in Healthcare Administration or related field preferred.
• Minimum of one year related healthcare and/or customer service experience required.
• Experience in a clinical or medical office setting preferred.

License/Certification/Registration Required: None

Supervisory Responsibilities: No

Patient Contact: No

Dana‑Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

EEO Poster

Pay Transparency Statement

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).

$50,070.00 - $60,730.00