Clinical Administrative Assistant

Position Summary:

We are seeking a detail-oriented, organized, and proactive Clinical Administrative Assistant to support our cardiology office’s clinical team. This individual will work closely with the Clinical Manager and nursing department to ensure smooth coordination of administrative and clinical workflows, particularly around surgical clearances, external orders, and document management. The ideal candidate will be efficient, adaptable, and comfortable with handling multiple tasks in a fast-paced medical environment.

Key Responsibilities:

• Monitor, sort, and distribute incoming faxes for the nursing department.
• Transcribe and process surgical clearance requests, including:
  • Creating and editing patient letters.
  • Communicating with patients regarding clearance status.
  • Faxing and maintaining contact with requesting offices.
• Manage external orders including:
  • Automated External Defibrillators (AEDs).
  • Cardiac rehabilitation referrals.
  • Durable Medical Equipment (DME) as needed.
• Prepare patient charts weekly for upcoming outpatient surgeries within the practice.
• Correct and update demographic information in ChargeCapture for accurate inpatient billing.
• Distribute documents requiring physician signatures to the appropriate providers and ensure timely faxing or return.
• Assist in the creation of internal documents and resources for office and clinical staff.
• Draft and format various clinical letters as requested by the clinical team.
• Perform other administrative and clerical duties as assigned by the Clinical Manager.

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Experience in a healthcare administrative or clinical support role strongly preferred.
• Proficiency with electronic health records (EHR), fax systems, and Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and maintain confidentiality in accordance with HIPAA regulations.

Work Environment:

This position is based in a busy outpatient cardiology clinic. It involves routine use of computers, fax machines, and communication systems. The candidate must be able to sit, stand, and walk intermittently throughout the workday.