Administrative Assistant III - Boston Lymphatic Center

Beth Israel Lahey Health•Boston, MA

1d•Onsite

About The Position

Provides administrative support to physicians in their clinical, academic, research and leadership roles. This role involves answering and screening telephone calls, greeting and directing patients, families, visitors, and staff, and responding to requests in a timely manner. The position also requires updating patient demographic and insurance information, obtaining specialist referrals, and scheduling patient appointments. Coordination of ancillary appointments and procedures, obtaining patient information from referral sources, and preparing and maintaining patient records are also key responsibilities. The Administrative Assistant III will act as a liaison with other departments and external customers, handle confidential information appropriately, and maintain physician calendars. Typing correspondence, manuscripts, and documents, composing routine correspondence, and transcribing notes are also part of the role. Additionally, the position involves preparing and distributing meeting materials and assisting licensed practitioners with prescription renewals and medication listing reviews in the electronic medical record.

Requirements

High School diploma or GED required.
3-5 years related work experience required.
Experience with computer systems required, 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 full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving.
Ability to remain calm in stressful situations.

Nice To Haves

Associate's degree preferred.

Responsibilities

Answers and screens telephone calls, takes accurate messages or directs calls to appropriate person.
Greets and directs patients, families, visitors and staff.
Responds to requests in a timely manner and provides clear, accurate information within scope of knowledge and authority.
Updates patient demographic and insurance information as necessary and obtains specialist referrals for all patient appointments.
Schedules patient appointments utilizing scheduling tools and resources.
Coordinates and communicates ancillary appointments and procedures working with other hospital staff as needed.
Obtains patient information and materials as needed from referral sources.
Prepares patient records for clinical activities and maintains patient records for physicians.
Acts as liaison with other departments and external customers in a calm and supportive manner.
Handles confidential information appropriately and explains policies and procedures when necessary.
Maintains physician's administrative and clinical calendars.
Types correspondence, manuscripts and documents that may require complex formatting.
Composes routine correspondence.
Transcribes letters and patient notes as needed for physicians and/or facilitates notes and letters in CCC system.
Prepares and distributes materials for meetings and committees.
Actively assists and supports licensed practitioners by queuing prescriptions for renewal and performing the initial review of medication listings for accuracy in the electronic medical record (Web OMR).