Clinical Administrative Assistant II

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 II

Location

Cleveland

Facility

Cleveland Clinic Main Campus

Department

Spine-Neurological Institute

Job Code

B99911

Shift

Days

Schedule

8:00am-5:00pm

Job Summary

Provides comprehensive support to medical staff ensuring an efficient operation of the department and exceptional patient experience.
Patient interactions and duties will vary according to departmental specialties and the provider’s practice.

Job Details

Responsibilities:

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 order 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

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

• Respond to referral emails
• Schedule meetings, manage travel and reimbursement processes, and assist with recertification/licensing renewal.
• Offer IT assistance.
• Arrange and execute all department events and manage incoming mail.
• Take and transcribe meeting minutes.
• Other duties as assigned.

Education:

• High School Diploma or GED.
• Associate’s degree preferred.

Languages:

• English required

Certifications:

• None required

Complexity of Work:

• Requires critical and forward thinking and problem-solving skills, decisive judgment, and the ability to work with minimal supervision.
• Requires the ability to be an effective liaison between patients and medical professionals at all levels.
• Excellent communication and organization skills.
• Must be able to be proactive and work in a stressful and fast paced environment.

Work Experience:

• Three years’ administrative assistant experience in a professional setting, healthcare experience preferred.
• An associate or bachelor’s degree may offset two years' experience.
• Experience with Electronic Medical Records required
  • Must complete EPIC training during first year
• Typing proficiency of with accuracy preferred.
• Experience using Microsoft Office Suite products (Outlook, Word, Excel or Power Point).
• Experience may be assessed with an on-line Skills Assessment.

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:

Please review the Equal Employment Opportunity poster .

Cleveland Clinic is pleased to be an equal employment opportunity employer.