Administrative Assistant III - Ambulatory Float Pool

Beth Israel Lahey Health•Boston, MA

21h•$23 - $29

About The Position

This position works within the Ambulatory Float Pool, where staff are assigned to clinics that are short-staffed. Assignments typically last 60 to 90 days, after which staff move to a different clinic. The role provides an opportunity to gain experience across a variety of ambulatory specialties while developing individual skills. The Administrative Assistant III provides administrative and patient-facing support, including managing calls and appointments, maintaining patient records and physician calendars, preparing correspondence and meeting materials, and coordinating with hospital departments and external customers. The role also supports licensed practitioners by queuing prescription renewals and initially reviewing medication listings for accuracy in the electronic medical record.

Requirements

High school diploma or GED.
3–5 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, and 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 remain calm in stressful situations.
Must be vaccinated against influenza as a condition of employment.

Nice To Haves

Associate's degree.

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 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 patient records for clinical activities and maintain records for physicians.
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.
Maintain physicians' administrative and clinical calendars.
Type correspondence, manuscripts, and documents that may require complex formatting; compose routine correspondence.
Transcribe letters and patient notes as needed for physicians and/or facilitate notes and letters in the CCC system.
Prepare and distribute materials for meetings and committees.
Support licensed practitioners by queuing prescriptions for renewal and performing an initial review of medication listings for accuracy in the electronic medical record (Web OMR).