Senior Provider Administrative Assistant Pediatric Neurology

University Hospitals; Cleveland (OH); On-site; USD 40,000 - 55,000; Full time

Job summary

University Hospitals is seeking an experienced Provider Secretary to deliver essential administrative support to assigned providers in a fast-paced clinical setting. You will manage schedules, coordinate office operations, and ensure quality customer service while maintaining patient information privacy.

The role requires strong medical terminology knowledge, multitasking ability, and excellent communication skills.

Qualifications

• High School GED or equivalent is required; an Associate's degree is preferred.
• 3+ years of secretarial experience, ideally supporting a provider or provider practice.
• Proven problem-solving ability and strong organizational skills.

Responsibilities

• Provide primary administrative support to assigned providers.
• Coordinate schedules, meetings, and office operations.
• Maintain excellent customer service and handle inquiries by phone and email.
• Process correspondence and administrative paperwork; support grant papers/publications as needed.
• Assist with onboarding of new providers and training of new staff.
• Ensure PHI compliance and protect patient information.

Skills

Medical terminology

Multitasking

Verbal communication

Written communication

Time management

Customer service

Problem solving

Windows

Office equipment

Microsoft Office

Excel

PowerPoint

Word

Outlook

Google docs & teams

Education

High School Equivalent / GED (Required)

Associate's Degree (Preferred)

Tools

Windows OS

Microsoft Office

Job description

• The Provider Secretary will be the primary administrative support to assigned providers.
• Assesses customer’s needs, meets quality standard for services and evaluates customer satisfaction.
• Demonstrates excellent communication skills. Provides quality customer service by answering and making telephone calls.
• Coordinates various clinical and nonclinical administrative activities of provider’s including schedules, lab coats, id badge, etc.
• Schedules office visits, surgical procedures and ancillary testing according to practice/organization guidelines.
• Ensure completion and/or coordination of activities related to patient financial clearance prior to service being rendered including insurance eligibility, medical necessity, and prior authorization activities
• Ensures materials are provided for meetings/interviews as necessary in a timely manner and follow up is completed as assigned.
• Handles a variety of administrative issues with regard to phone calls, always following through to assure all request/complaints/communications are handled in the manner appropriate.
• Types, transcribes and process correspondence, documents, grant papers and publications.
• Coordinates timely submission of grant papers and publications.
• Performs advanced tasks for department (i.e. denial management, SSI, iprocurement, etc… Takes all dictations for letters of recommendation for medical students, residents, fellows, attending staff and past colleagues.
• Provides training to newly hired secretaries and provides additional support for current secretaries as needed.
• Provide clinical support to various onsite locations as needed.
• Supports the onboarding process of new providers to the department/division
• Performs general office duties and provides back up support for other staff as needed.
• Other departmental duties may be assigned as needed.

What You Will Do

• The Provider Secretary will be the primary administrative support to assigned providers.
• Assesses customer’s needs, meets quality standard for services and evaluates customer satisfaction.
• Demonstrates excellent communication skills. Provides quality customer service by answering and making telephone calls.
• Coordinates various clinical and nonclinical administrative activities of provider’s including schedules, lab coats, id badge, etc.
• Schedules office visits, surgical procedures and ancillary testing according to practice/organization guidelines.
• Ensure completion and/or coordination of activities related to patient financial clearance prior to service being rendered including insurance eligibility, medical necessity, and prior authorization activities
• Ensures materials are provided for meetings/interviews as necessary in a timely manner and follow up is completed as assigned.
• Handles a variety of administrative issues with regard to phone calls, always following through to assure all request/complaints/communications are handled in the manner appropriate.
• Types, transcribes and process correspondence, documents, grant papers and publications.
• Coordinates timely submission of grant papers and publications.
• Completes correspondence &/or administrative paperwork.
• Performs advanced tasks for department (i.e. denial management, SSI, iprocurement, etc… Takes all dictations for letters of recommendation for medical students, residents, fellows, attending staff and past colleagues.
• Provides training to newly hired secretaries and provides additional support for current secretaries as needed.
• Provide clinical support to various onsite locations as needed.
• Supports the onboarding process of new providers to the department/division
• Performs general office duties and provides back up support for other staff as needed.
• Other departmental duties may be assigned as needed.

Additional Responsibilities

• Performs other duties as assigned.
• Complies with all policies and standards.
• For specific duties and responsibilities, refer to documentation provided by the department during orientation.
• Must abide by all requirements to safely and securely maintain Protected Health Information (PHI) for our patients. Annual training, the UH Code of Conduct and UH policies and procedures are in place to address appropriate use of PHI in the workplace.

Primary Location

United States-Ohio-Cleveland

Work Locations

11100 Euclid Avenue

Job

Administrative Support

Organization

Specialty_Care_UHMSO

Schedule

Full-time

Employee Status

Regular

Job Type

Standard

Job Level

Professional

Travel

Yes, 10 % of the Time

Remote Work

No

Education

• High School Equivalent / GED (Required) and
• Associate's Degree (Preferred)

Work Experience

• 3+ years secretarial experience (preferably with at least 1 year previous administrative/secretarial support of a provider or provider practice) (Required) and
• Experience with demonstrated problem solving ability (Required)

Knowledge, Skills, & Abilities

• Medical terminology (Required proficiency)
• Proven ability to successfully manage multiple tasks simultaneously (Required proficiency)
• Computer skills in a Windows environment (Required proficiency)
• Demonstrate proficient verbal and written communication skills (Required proficiency)
• Ability to organize and prioritize workload to achieve expected outcomes (Required proficiency)
• Intermediate knowledge of office equipment (Required proficiency)
• Intermediate computer skills in Windows environment (Required proficiency)
• Excellent verbal & written communication skills (Required proficiency)
• Experience in customer service environment (Required proficiency)
• Excellent Organizational skills (Required proficiency)
• Excel, PowerPoint, Microsoft Word and Outlook, Google documents and teams (Required proficiency)

Physical Demands

• Standing Occasionally
• Walking Occasionally
• Sitting Constantly
• Lifting Rarely up to 20 lbs
• Carrying Rarely up to 20 lbs
• Pushing Rarely up to 20 lbs
• Pulling Rarely up to 20 lbs
• Climbing Rarely up to 20 lbs
• Balancing Rarely
• Stooping Rarely
• Kneeling Rarely
• Crouching Rarely
• Crawling Rarely
• Reaching Rarely
• Handling Occasionally
• Grasping Occasionally
• Feeling Rarely
• Talking Constantly
• Hearing Constantly
• Repetitive Motions Frequently
• Eye/Hand/Foot Coordination Frequently

Travel Requirements

• 10%