Administrative Assistant II

Mass General Brigham•Boston, MA

15h•Hybrid

About The Position

Under the direction of the Administrative Manager, the administrative staff functions as the overall resource for clinicians, providing clerical and scheduling support, and acts as the primary interface between the patient and the provider. Administrative staff maintains a hybrid work schedule (3 days on-site, 2 days remote), Monday through Friday. Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance its mission. As a not-for-profit, the organization supports patient care, research, teaching, and community service, striving to provide exceptional care. They believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join and experience being part of Mass General Brigham.

Requirements

Minimum 2 years of comparable level administrative support experience.
High school diploma or GED.
Excellent verbal and written skills to communicate effectively with physicians, nurse practitioners, administrators, employees and patients.
Excellent organizational skills to manage multiple tasks simultaneously, set priorities, and meet deadlines.
Excellent analytical skills to independently problem-solve within hospital and group policies and procedures.
Ability to work well under pressure and handle sensitive information and situations with poise and professionalism.
Ability to interact well with others, including patients, physicians, nurse practitioners and co-workers, and other clinical staff.
Experience with Microsoft Office suite (Outlook, Word, Excel, PowerPoint), copier, fax, and printers.

Nice To Haves

Bachelor’s degree

Responsibilities

Performs administrative duties under minimal supervision at the highest proficiency level.
Handles all aspects of patient appointment scheduling for Dana Farber Cancer Institute (DFCI) / Faulkner Hospital / BWH Hematology patients (i.e.: provider visits, labs, infusions, imaging, biopsies, etc.).
Serves as the back-up Administrative Assistant responsible for the coordination of the Division’s E-Consult referrals, which includes monitoring referral requests, and scheduling appropriate appointments.
Manages providers’ clinic schedules, closures, and rescheduling.
Ensures lab tests are scheduled and ordered appropriately; coordinates the retrieval of tests results and acts as point-person for patient testing logistics.
Submits and tracks prior authorizations.
Provides administrative support for the BWH Anticoagulation Management Services program, which involves the coordination of annual renewals, running various reports and obtaining MD signatures.
Answers and triages incoming telephone calls in a professional and courteous manner, forwarding appropriate messages and making proper referrals.
Drafts, proofreads, and sends out appointment reminder letters, provider notes, emails, patient portal message, and other written correspondence on behalf of providers; responds to routine requests for letters, forms and other information from patients and referring providers.
Follows HIPAA guidelines for the management of patient privacy and confidentiality.
Performs routine office tasks, such as telephone coverage, filing, sending and receiving faxes, sorting mail, etc.
Provides cross coverage as needed and performs other tasks as requested.