Clinical Administrative Assistant

Summary: The Clinical Administrative Assistant plays a vital role in supporting providers and enhancing the delivery of patient care through a combination of clinical coordination and high-level administrative support. This position serves as a central point of connection between patients, providers, and care teams, ensuring seamless communication, efficient workflows, and a consistently high-quality care experience. Through proactive organization, attention to detail, and responsiveness, this role helps optimize provider effectiveness while contributing to a smooth, patient-centered operation.

Essential Duties and Responsibilities include the following:

• Assist providers with documentation, including creating and transcribing medical records and visit notes under provider supervision
• Ensure accurate, timely, and complete medical chart documentation
• Support patient flow through scheduling, referral coordination, and follow-up care
• Serve as a liaison between providers, patients, and care teams to ensure clear communication and continuity of care
• Collaborate with internal departments to resolve barriers and prevent delays in patient care
• Assist with provider team calls and coordinate communication with external care partners
• Participate in patient visits as requested and support discharge processes
• Monitor patient follow-ups, callbacks, and care coordination tasks
• Ensure patient records are obtained, maintained, and appropriately distributed
• Support provider charge capture, documentation accuracy, and basic auditing/billing processes
• Attend departmental and care team meetings as needed
• Coordinate calendars, meetings, and conference room scheduling across teams
• Provide administrative support to leadership and/or Board of Directors, including preparing materials, transcribing minutes, maintaining records, and supporting special projects
• Prepare reports, presentations, and conduct research using various tools
• Assist with travel arrangements, itineraries, and expense reimbursements
• Maintain professional communication via phone, email, and written correspondence
• Handle confidential and time-sensitive information with discretion
• Manage competing priorities, working proactively to meet deadlines and ensure follow-through
• Provide general administrative support to team members and leadership as directed
• Maintain strict adherence to HIPAA and patient confidentiality standards
• Comply with all company policies, procedures, and regulatory requirements
• Perform other administrative or clinical support duties as assigned
• May provide executive-level operational or personal support, including coordinating select non-business matters, appointments, and logistics to optimize leadership effectiveness

Supervisory Responsibilities: This position does not have supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to manage a multitude of emotional situations
• Ability to work in a fast paced working environment
• Self-motivated
• Able to manage several projects independently and simultaneously
• Detailed, thorough, and possessing excellent follow-through skills
• Desire to be proactive and create a positive experience for other team members
• Ability to maintain a professional demeanor
• Prior work experience that demonstrates a track record of operational excellence
• Highly organized with effective communication skills
• Flexibility to work both independently and remotely at times
• Travels/works from various clinic locations as needed

Education/Experience

• Two (2) or more years of administrative assistant experience required
• Prior meeting/event management experience preferred
• Experience in a medical setting preferred
• Proficient knowledge of medical terminology
• Excellent computer skills

Benefit information can be found here:https://www.nwmedicalspecialties.com/about-us/careers/benefits/

Job Type: Full-time

Pay: $24.60 - $34.11 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Experience:

• Administrative: 2 years (Required)
• Clinical: 2 years (Required)

Work Location: In person