Administrative Assistant II, Hematology Oncology
About The Position
The Administrative Assistant II supports physicians in the Hematology Oncology Department at BIDMC in their clinical practice, academic, and research roles. The position is full-time and onsite in Boston, Massachusetts, Monday through Friday from 8:30 a.m. to 5:00 p.m. It will be onsite initially, with the potential to transition to a partially remote arrangement in the future. The role provides administrative and patient-facing support, including answering calls, greeting visitors, scheduling appointments, maintaining patient records, coordinating ancillary appointments and procedures, and communicating with patients and departments. It also supports billing and collections, physician schedules and correspondence, appointment reminders, radiology authorizations, mail handling, and special projects or process-improvement initiatives.
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 such as Outlook, Word, Excel, PowerPoint, or Access.
- Ability to communicate clearly and effectively in written English.
- Ability to comprehend and converse in English 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, respectful, service-oriented customer service using active listening and problem-solving skills, and remain calm in stressful situations.
- Must be vaccinated against influenza as a condition of employment.
Nice To Haves
- Associate's degree.
- Healthcare experience.
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 promptly with clear and accurate information within the scope of knowledge and authority.
- Update patient demographic and insurance information and obtain specialist referrals for appointments.
- Schedule patient appointments and coordinate ancillary appointments and procedures with other hospital staff as needed.
- Obtain patient information and materials from referral sources, prepare patient records for clinical activities, and maintain physicians' patient records.
- 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 point of service, coordinate billing tickets, forward fee tickets to billing staff, 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 work in clinical computer systems; and prepare and distribute routine reports.
- Notify, confirm, and remind patients of scheduled consultation, follow-up, or simulation appointments 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 the AAI.
- Participate in and take responsibility for special projects and process-improvement initiatives as requested.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
