Admin Assistant II, Gastroenterology

Beth Israel Lahey Health•Boston, MA

11d

About The Position

The Admin Assistant II provides administrative support to physicians in their clinical practice, academic, and research roles. The position supports patient-facing administrative operations, including calls and inquiries, appointment scheduling and coordination, patient records, billing processes, physician schedules, correspondence, and routine reporting. The role also participates in special projects and process-improvement initiatives as requested. The position requires clear, professional communication with patients, families, visitors, staff, and external customers; collaborative teamwork; sound judgment in applying standard procedures; and the ability to remain calm in stressful situations. The work is sedentary, with sitting most of the time and occasional walking and standing. The stated base hourly pay range is $21.00–$28.26. Beth Israel Lahey Health requires staff to be vaccinated against influenza as a condition of employment.

Requirements

High school diploma or GED required.
1–3 years of related work experience required.
Experience with computer systems, including web-based applications and some Microsoft Office applications; these may include Outlook, Word, Excel, PowerPoint, or Access.
Ability to communicate clearly and effectively in written English with internal and external customers.
Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
Working knowledge of standard concepts, practices, procedures, and policies, with the ability to apply them in varied situations.
Ability to collaborate in small teams, contribute ideas, identify issues, and respect team members.
Ability to provide professional, respectful, service-oriented customer service using active listening and problem-solving skills, and to remain calm in stressful situations.
Ability to perform sedentary work, exerting up to 10 pounds of force occasionally while carrying, lifting, pushing, or pulling objects; sitting most of the time, with occasional walking and standing.

Nice To Haves

Associate's degree preferred.
Healthcare experience preferred.

Responsibilities

Answer and screen telephone calls, take accurate messages, or direct calls to the appropriate person.
Greet and direct patients, families, visitors, and staff; respond to requests promptly and provide accurate information within the scope of knowledge and authority.
Update patient demographic and insurance information and obtain specialist referrals for patient appointments.
Schedule patient appointments using scheduling tools and resources.
Coordinate and communicate ancillary appointments and procedures with other hospital staff as needed.
Obtain patient information and materials from referral sources as needed.
Prepare patient records for clinical activities and maintain records for physicians.
Serve as a liaison with other departments and external customers in a calm and supportive manner.
Handle confidential information appropriately and explain policies and procedures when necessary.
Collect patient co-payments at the point of service.
Coordinate billing tickets for office visits and services, forward fee tickets to billing staff according to protocol, and reconcile collections at the end of the business day.
Maintain physicians' clinical and administrative schedules and calendars.
Type correspondence, manuscripts, and other documents; transcribe letters and patient notes as needed; and facilitate use of clinical computer systems.
Prepare and distribute routine reports.
Notify, confirm, and remind patients of scheduled consultations, follow-up appointments, or simulations by letter or phone.
Obtain authorization for radiologic exams as needed.
Sort, copy, file, and distribute incoming and outgoing correspondence and mail to appropriate parties in the absence of AAI.
Participate in and take responsibility for special projects and process-improvement initiatives as requested.