Clinical Administrative Assistant III - Orthopedics

Join Cleveland Clinic’s Main Campus where research and surgery are advanced, technology is leading-edge, patient care is world class and caregivers are family. Here, you will work alongside a passionate and dedicated team, receive endless support and appreciation, and build a rewarding career with one of the most respected healthcare organizations in the world.

The Clinical Administrative Assistant III provides comprehensive administrative and operational support to professional staff while helping ensure the efficient day-to-day functioning of the department and an exceptional patient experience. This role serves as a key point of coordination across the institute and throughout the enterprise, facilitating communication, scheduling, and workflow management among caregivers, providers, patients, and external partners. Responsibilities include managing complex administrative processes, maintaining confidential records and subject files, coordinating meetings and departmental activities, and supporting clinical and operational initiatives. Success in this role requires strong organizational and communication skills, a working knowledge of medical and administrative terminology, and the ability to manage multiple priorities while maintaining professionalism, accuracy, and confidentiality in a fast-paced healthcare environment.

A caregiver in this role will work 8:00am to 5:00pm.

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 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.

Administrative

• Onboard and schedule outside clinical observers.
• 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.
• Manages staff and medical student onboarding processes.
• Arrange and execute all department events and manage incoming mail.
• Take and transcribe meeting minutes
• Create, maintain and disseminate departmental on call schedules

Minimum qualifications for the ideal future caregiver include:

• High School Diploma or GED
• Three years’ administrative assistant experience in a professional setting, healthcare experience (Associate’s or Bachelor's may offset two years of experience)
• Previous experience as a Clinical Admin Asst II or similar
• Experience with Electronic Medical Records required
  • Must have completed EPIC training or certification
• Proficiency in QGenda
• 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
• Typing proficiency with accuracy

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: https://info.flclearinghouse.com/

Please review the Equal Employment Opportunity poster. 

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