Clinical Administrative Assistant

Clinical Administrative Assistant

The Clinical Administrative Assistant provides high-level administrative and project support to the Chief Medical Officer (CMO). The position coordinates calendars, meetings, clinical schedules, provider onboarding, reporting deadlines, records, correspondence, and assigned clinical operations projects. The coordinator handles confidential information, maintains accurate tracking systems, prepares drafts and supporting materials, and promptly escalates risks or barriers to the CMO. This is a non-clinical role and does not provide patient care or supervise licensed healthcare professionals.

The following outlines the essential duties and responsibilities of the position:

Executive and Administrative Support

• Manage the CMO's calendar, meeting requests, correspondence, telephone messages, travel arrangements, and administrative priorities.
• Prepare confidential correspondence, presentations, reports, executive summaries, agendas, and briefing materials at the CMO's direction.
• Research and compile information using approved internal systems, intranet resources, and external sources.
• Maintain orderly electronic and paper records in accordance with TCA Health retention, confidentiality, and security requirements.
• Process incoming and outgoing communications and route time-sensitive matters promptly.

Meetings and Follow-Through

• Coordinate provider, clinical leadership, CQI, peer review, and other meetings requested by the CMO.
• Prepare agendas, distribute materials, record accurate minutes, and issue draft minutes within two business days unless otherwise directed.
• Maintain action-item logs with assigned owners and due dates; follow up and escalate overdue items to the CMO.

Clinical Operations Coordination

• Coordinate provider schedules, PTO requests, and anticipated coverage gaps; communicate issues to the CMO and designated operational leaders for resolution.
• Support new-provider onboarding by coordinating orientation, credentialing documents, training, equipment, and electronic health record access with the responsible departments.
• Maintain trackers for provider evaluations, peer reviews, licenses, certifications, contracts, and other assigned renewal dates; notify responsible leaders in advance of deadlines.
• Coordinate administrative components of credentialing, compliance activities, audits, government reviews, and corrective-action follow-up under the direction of the responsible leader.
• Support clinical supply requests by routing needs to the appropriate department; this position is not responsible for independent clinical purchasing decisions.

Reporting and Project Support

• Collect, organize, and validate source information for board, executive, quality, grant, CQI, productivity, and other assigned reports; prepare drafts for leadership review and approval.
• Maintain a master calendar of recurring reports, meetings, audits, renewals, and deliverables, with advance reminders to responsible owners.
• Provide administrative coordination and documentation support for the 340B program and pharmacy partnerships under the direction of the CMO/340B Responsible Official and other designated leaders
• Track contracts and leases assigned to the CMO's office and alert responsible leaders of upcoming renewals or required action.
• Lead assigned administrative projects, document progress, identify barriers, and follow through to completion within the authority delegated by the CMO.

Communication, Compliance, and Professional Standards

• Communicate professionally and effectively with leadership, providers, staff, patients, partners, and external agencies.
• Protect confidential and sensitive information and comply with HIPAA, organizational privacy policies, and information-security requirements.
• Review forms, reports, meeting materials, and data entries for completeness and accuracy before submission.
• Exercise sound judgment, recognize matters outside the position's authority, and escalate them promptly to the CMO or appropriate leader.
• Perform other related administrative duties as assigned within the scope of the position.

Core Performance Expectations

• Calendars, meeting materials, minutes, and action logs are accurate, timely, and complete.
• Recurring deadlines and renewal dates are tracked with adequate advance notice.
• Provider onboarding and schedule-coordination tasks are completed promptly, with barriers escalated before they disrupt operations.
• Reports and presentations are professionally prepared and supported by validated source information.
• Confidential information is consistently protected, and communication is professional and responsive.

Benefits

• Medical insurance plan options
• Dental insurance plan options
• Vision coverage
• Company-paid long-term disability coverage
• Company-paid life and accidental death and dismemberment insurance
• 401(k) plan with employer match
• Paid time off and paid holidays
• Voluntary benefits through Aflac