Administrative Assistant, Allergy

Beth Israel Lahey Health • Boston, MA

1d • $22 - $29 • Onsite

About The Position

The Administrative Assistant supports the Allergy Department at Lahey Clinic and works fully on-site at the Burlington location. The position provides administrative support and involves extensive interaction with the public, visitors, patients and families, and providers. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m.

The role handles calls and visitor reception, prepares and proofreads correspondence and documents, schedules appointments and meetings, maintains calendars, supports department events, routes administrative paperwork, and performs routine clerical work. It also maintains department files and databases and enters information into databases or spreadsheets.

Depending on department needs, the role may update patient demographic and insurance information, obtain specialist referrals, schedule patient and ancillary appointments, coordinate procedures, obtain information from referral sources, and prepare and maintain patient records. The Administrative Assistant serves as a liaison with hospital departments and external customers, handles confidential information appropriately, explains policies and procedures when necessary, and assists licensed practitioners by queuing prescriptions for renewal.

Requirements

• High school diploma or GED.
• 0–1 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.

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.
• Type, prepare, proofread, edit, and draft correspondence and documents; compile and distribute reports and other information.
• Schedule appointments and meetings and maintain calendars and schedules for assigned staff.
• Assist with preparations for conferences, seminars, and other department-sponsored programs or events.
• Provide positive and effective customer service that supports department and medical center operations.
• Prepare, route, and track routine administrative forms and documents; obtain required authorizations and monitor delivery to the final destination.
• Communicate with other hospital departments to resolve delays, problems, and errors.
• Perform clerical duties, including opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating, and distributing documents.
• Organize and maintain department files, records, and databases according to established procedures; enter information from source documents into databases or spreadsheets.
• As needed, update patient demographic and insurance information, obtain specialist referrals, schedule patient appointments, and coordinate ancillary appointments and procedures with hospital staff.
• 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.
• Assist and support licensed practitioners by queuing prescriptions for renewal.

Benefits

• The organization requires all staff to be vaccinated against influenza as a condition of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED