Admin Assistant II - Clinical Practice

Beth Israel Lahey Health

1d•$21 - $28

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 and office operations, including communications, appointment coordination, patient record preparation and maintenance, billing and collections processes, scheduling, correspondence, and routine reporting. The role also participates in special projects and process-improvement initiatives as requested.

Requirements

High school diploma or GED.
1–3 years of related work experience.
Experience with computer systems, including web-based applications and some Microsoft Office applications, which 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.
Ability to demonstrate working knowledge of standard concepts, practices, procedures, and policies and apply them in varied situations.
Ability to collaborate in small teams, offer ideas, identify issues, and respect team members.
Ability to provide professional, service-oriented, respectful customer service using active listening and problem-solving skills, and remain calm in stressful situations.

Nice To Haves

Associate’s degree.
Healthcare experience.

Responsibilities

Answer and screen telephone calls, take accurate messages or direct calls to the appropriate person, and greet and direct patients, families, visitors, and staff.
Respond to requests in a timely manner and provide clear, 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 available 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.
Act as a liaison with other departments and external customers, 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; facilitate use of clinical computer systems; and 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.