Clinical Administrative Assistant II - Heart Failure / HVTI

Join Cleveland Clinic’s Heart, Vascular & Thoracic Institute and become a part of one of the most respected healthcare organizations in the world. Cleveland Clinic has been recognized as one of the top hospitals in the country for cardiac care. The Heart, Vascular & Thoracic Institute cares for patients with a variety of heart, vascular and thoracic diseases and provides the highest level of patient care, innovative treatments and a welcoming environment to all. 

The Clinical Administrative Assistant serves as a key point of contact for patients, physicians, and nurses in a fast-paced clinical environment. This role manages a high volume of incoming calls and EPIC communications, including MyChart messages, prescription refill requests, and patient inquiries. The position requires excellent communication skills, strong attention to detail, and the ability to respond promptly and accurately while managing multiple priorities and supporting efficient clinical operations. 

A caregiver in this position works days| 8:00am—5:00pm| M-F| no holidays. 

A caregiver who excels in this role will:  

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 . 

• 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. 

Minimum qualifications for the ideal future caregiver include:  

• High School Diploma or GED 

• 3 years of administrative assistant experience in a professional setting 

• OR Associate Degree or Bachelor’s Degree may substitute two years of experience 

• Experience with Electronic Medical Records 

• Must complete EPIC training during first year 

• Experience using Microsoft Office Suite products (Outlook, Word, Excel or Power Point) 

• *Experience may be assessed with an on-line Skills Assessment 

Preferred qualifications for the ideal future caregiver include: 

• Associate’s Degree 

• Healthcare experience 

• Typing proficiency of with accuracy