Clinical Administrative Specialist

Job Description

Job Description

Description:

Winchester Cardiology and Vascular Medicine is seeking a detail-oriented and highly organized Clinical Administrative Specialist (CAS) to support clinical operations and enhance patient care coordination. The CAS plays a vital role in managing prior authorizations, financial assistance processes, medical documentation, medication sample coordination, and clinic inventory. This position ensures timely and accurate communication between patients, providers, pharmacies, and insurance companies while maintaining comprehensive documentation within the electronic medical record (EMR) system.

Essential Duties and Responsibilities

• Process medication prior authorizations (PAs) for all physicians and Advanced Practice Providers (APPs), including submission of appeals when required. Manage requests received through multiple channels (e.g., CoverMyMeds, pharmacy faxes, insurance correspondence). Prioritize urgent authorizations that require immediate pharmacy coordination and ensure timely, closed-loop communication with consistent status updates.
• Coordinate patient financial assistance processes by supporting completion of required documentation. Obtain necessary provider signatures, submit applications to appropriate foundations, and distribute blank forms to patients as needed. Track and process returned documents to ensure timely submission.
• Manage in-basket workflows by regularly reviewing and prioritizing messages across designated categories (Urgent, Scripts, and Clinical) at multiple intervals throughout the day (morning, midday, and afternoon).
• Serve as the liaison for pharmaceutical representatives by maintaining an up-to-date directory, coordinating onsite visits and educational lunches, and providing support to physicians, APPs, and staff during scheduled sessions.
• Oversee medication sample inventory, ensuring adequate stock levels at all times. Communicate with pharmaceutical representatives to replenish supplies, organize storage areas, and properly dispose of expired medications in accordance with policy.
• Support administrative form processing (e.g., FMLA, disability, DMV) by collecting patient authorizations, pre-completing documentation, obtaining provider signatures, and ensuring timely communication and follow-up with patients.
• Completes clinic inventory and supply tracking; orders supplies when necessary to maintain standard inventory counts.
• Maintain emergency (Code) carts by routinely verifying expiration dates and coordinating timely replacement of expired items.

Secondary Duties and Responsibilities

• Greet patients and escort them to examination rooms.
• Accurately measure and document vital signs, including pulse, blood pressure, respirations, height, and weight, in the electronic medical record (EMR).
• Perform electrocardiograms (EKGs) following established protocols.
• Notify the physician of any significant health changes, hospitalizations, or urgent concerns.
• Retrieve and organize necessary reports, hospital records, or other documentation to support comprehensive patient care.
• Inform the physician when the patient is ready for examination.
• Monitor inventory levels and restock clinical supplies to ensure seamless operations.
• Maintain clean, organized, and fully stocked examination rooms.
• Perform additional tasks or services as directed by the physician or administrator to support the team and ensure high-quality patient care.

Schedule

• Monday through Friday, 8:00 AM to 4:30 PM.

Compensation

• $18.71 - $ 21.52 hourly

Benefits

At Winchester Cardiology and Vascular Medicine, we value our employees and offer a comprehensive benefits package designed to support your well-being, work-life balance, and financial future. Our benefits include:

• Affordable Health Coverage – Choose from medical, dental, and vision insurance plans with low premiums. We also offer medical insurance options at no cost to the employee.
• Generous Paid Time Off (PTO) – Accrue 3+ weeks of PTO per year.
• Paid Holidays & Extra Time Off – Receive 7 paid holidays and 2 additional half-days.
• 401(k) Retirement Plan – Receive an annual employer contribution to your 401(k).
• Exclusive Employee Perks Program – Access savings on thousands of items, including concert tickets, amusement parks, travel, retail discounts, and more!
• Supplemental Health Coverage – Additional coverage options are available to customize your benefits package and provide extra financial protection.

Qualifications

• High school diploma or equivalent required.
• Current certification as a CMA, CNA, or equivalent in the state of Virginia.
• Active BLS / CPR certification or ability to obtain within 90 days of employment.
• Preferred: Previous experience with medical terminology, ICD coding, medication knowledge, and pharmacy insurance benefit information.
• Strong understanding of insurance processes and prior authorization requirements.
• Ability to manage high-volume administrative workflows with accuracy.
• Excellent communication with patients, providers, staff, pharmacies, and insurance companies.
• Proficiency in EMR documentation (Epic preferred).
• Exceptional organizational skills with the ability to manage multiple tasks and deadlines.
• Strong understanding of HIPAA guidelines with the ability to maintain strict confidentiality and privacy of patient information.
• Comfortable using EKG machines, sphygmomanometers, and basic clinical tools.
• Ability to lift and carry up to 50 lbs.

All employees of Winchester Cardiology and Vascular Medicine P.C. are required to comply with company protocols regarding COVID-19 and other infectious diseases. This includes adherence to vaccination policies, safety measures, and any additional health protocols established to protect the well-being of patients, staff, and the community.

At Winchester Cardiology, we are committed to maintaining a diverse and inclusive workplace where all employees are treated with respect. We are an Equal Opportunity Employer and consider all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. In line with this commitment, we provide reasonable accommodations for individuals with disabilities to ensure equal opportunity in the application and interview process. Please contact us at [email protected] to request an accommodation.