Administrative Assistant II, Vascular Surgery (Per diem)

Beth Israel Lahey Health•Boston, MA

1d•Onsite

About The Position

Provides administrative support to physicians in their clinical practice, academic, and research roles in the Vascular Surgery Department at Beth Israel Deaconess Medical Center in Boston, Massachusetts. This is a per diem opportunity. The role supports patient scheduling and records, physician calendars and correspondence, billing workflows, and communication with patients, families, visitors, staff, and external customers. It also participates in special projects and process-improvement initiatives as requested. The position requires a high school diploma or GED and 1–3 years of related work experience. An associate's degree and healthcare experience are preferred. The role involves sedentary work, with occasional lifting, carrying, pushing, or pulling of up to 10 pounds; sitting most of the time, with occasional walking and standing.

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.
Full working knowledge of standard concepts, practices, procedures, and policies, with the ability to apply them in varied situations.
Ability to work collaboratively 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 to remain calm in stressful situations.
Ability to perform sedentary work, including occasionally exerting up to 10 pounds of force to carry, lift, push, or pull objects; sitting most of the time, with occasional walking and standing.
Staff 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, and direct calls to the appropriate person.
Greet and direct patients, families, visitors, and staff; respond to requests promptly 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 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 and maintain patient records for physicians' clinical activities.
Act 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; and reconcile collections at the end of the business day according to established protocols.
Maintain physicians' clinical and administrative schedules and calendars.
Type correspondence, manuscripts, and other documents; transcribe letters and patient notes as needed; and facilitate work in 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 an Administrative Assistant I.
Participate in and take responsibility for special projects and process-improvement initiatives as requested.