Clinical Support Associate

Job Description

Job Description

We are seeking a detail-oriented and patient-focused Clinical Support Assistant to provide administrative and communication support within a busy medical office or clinical department. This role serves as an important liaison between patients, physicians, clinical staff, and administrative teams to help ensure timely follow-up, accurate documentation, and a positive patient experience.

The ideal candidate will have strong customer-service, organizational, and communication skills, along with the ability to manage multiple priorities in a fast-paced healthcare environment. This position requires frequent interaction with patients and families by phone and through electronic messages, as well as regular collaboration with providers and clinical staff.

Responsibilities

• Serve as a liaison between patients, physicians, clinical staff, and department personnel.
• Answer incoming phone calls professionally, gather necessary information, and route calls or messages to the appropriate provider or team member.
• Communicate with patients regarding requests, follow-up needs, forms, appointments, medical records, and general office information.
• Receive, document, and route prescription renewal requests to the appropriate clinical staff or provider for review.
• Complete patient forms and assist with obtaining, organizing, scanning, and maintaining medical records.
• Request medical records, test results, referrals, authorizations, and other required documentation as directed.
• Maintain accurate patient, medical, and administrative files in accordance with departmental procedures.
• Prepare, file, scan, and distribute medical correspondence, administrative documents, faxes, and other departmental communications.
• Support providers and staff by tracking outstanding requests, following up on incomplete information, and ensuring items are addressed within established timeframes.
• Assist with general medical office operations, including scheduling support, message management, data entry, and document preparation.
• Use sound judgment to identify incomplete information, ask appropriate follow-up questions, and escalate urgent concerns according to established protocols.
• Maintain confidentiality of patient and organizational information in accordance with HIPAA and New York State requirements.
• Perform additional administrative and clinical-support duties as assigned.

Qualifications

• High School Diploma or GED required.
• Minimum of two years of administrative or clerical experience required.
• Medical office, healthcare, hospital, physician-practice, or customer-service experience preferred.
• Experience working with electronic medical records, patient portals, scheduling systems, or healthcare communication tools is preferred.
• Strong verbal and written communication skills, including professional telephone etiquette.
• Ability to communicate respectfully and effectively with patients, families, physicians, and multidisciplinary staff.
• Strong organizational skills, attention to detail, and ability to meet deadlines.
• Ability to prioritize multiple tasks, manage high volumes of calls and messages, and work effectively in a fast-paced environment.
• Self-directed, self-motivated, inquisitive, and able to work independently while knowing when to seek guidance.
• Basic proficiency in Microsoft Office, including Word, Outlook, and Excel.
• Ability to handle sensitive patient information with discretion and maintain HIPAA compliance.