Lead Administrative Secretary (Sleep Lab), Per Diem

Beth Israel Lahey Health•Woburn, MA

26d•$23 - $31

About The Position

The Lead Administrative Secretary contributes to the hospital’s mission by leading the administrative support functions of the Sleep Lab center or department. The role supports patient satisfaction through empathetic, courteous, and efficient interactions with patients and families, supports financial growth by helping ensure visits are billed accurately and promptly, and contributes to employee satisfaction by helping the team operate effectively. In the lead capacity, the position oversees administrative operations, assigns work to improve efficiency, supports planning and performance-improvement initiatives, and represents administrative processes in departmental projects. When the manager or supervisor is absent, the Lead assumes the supervisory role for administrative staff and makes decisions affecting operations, clinic flow, and patient care. The role also supports staff development, scheduling, billing and financial counseling, medical-record compliance, supply management, and a safe working environment. The position also provides administrative support for the outpatient center, including answering calls, scheduling and registering patients, verifying insurance and demographic information, collecting payments, maintaining records and provider schedules, coordinating referrals and authorizations, entering charges, and assisting with accurate billing. It helps maintain patient throughput, communicates delays, follows center protocols, and promotes a clean, organized, safe, and respectful environment. The listed base hourly pay range is $23.15–$31.16. Beth Israel Lahey Health requires staff to be vaccinated against influenza as a condition of employment.

Requirements

High school diploma or equivalent.
Two years of medical practice or healthcare administrative support experience.
Strong computer skills, including basic word processing, spreadsheets, and database use.
Good typing skills, accuracy, and attention to detail.
Ability to read, write, and communicate effectively in English with patients, visitors, and team members.
Ability to work autonomously with minimal supervision and direction.

Nice To Haves

Demonstrated ability to lead.
EMR experience.
Medical billing experience.

Responsibilities

Oversee administrative operations and assign functions to optimize efficiency and ensure staff meet job expectations.
Collaborate with the manager or supervisor on operational planning and performance-improvement initiatives, and represent administrative processes in departmental projects.
Assume the administrative staff supervisory role when the manager or supervisor is absent, making operational decisions that support clinic flow and patient care.
Demonstrate expertise in the assigned area and promote professional excellence.
Use knowledge of third-party payor systems to assist with patient financial counseling and troubleshoot billing issues.
Troubleshoot operational issues and customer-service calls and complaints, follow the chain of command, and work toward short- and long-term resolutions.
Oversee medical-record maintenance and storage and ensure HIPAA requirements and proper protocols are followed.
Provide staff performance feedback, promptly address safety and patient-care concerns, and contribute input to performance evaluations.
Precept and mentor staff to build their knowledge and competence in operational processes.
Build and maintain a fair, efficient, fiscally prudent staffing plan in the scheduling system that responds to physician scheduling preferences.
Address maintenance, housekeeping, and physical-plant problems within the role’s authority, follow up with the call center, and help ensure a safe working environment.
Monitor administrative supply levels and advise the department’s approved orderer.
Answer incoming calls, route them appropriately, take clear messages, handle routine information requests, and ensure emergent messages follow center protocols.
Schedule patient appointments, collect preregistration information, and obtain referrals for specialty care.
Greet patients and visitors promptly and respectfully, register patients, verify insurance and demographic information, collect copayments, issue receipts, and obtain required signatures.
Maintain and release medical records according to facility protocols, including pulling and filing records for appointments and staff requests.
Answer common nonclinical questions, escalate questions as appropriate, and provide general information about the center within the role’s scope.
Maintain provider appointment schedules and advise providers of changes during the day.
Check patients out and schedule diagnostic and specialty appointments as directed by providers.
Complete referrals and preauthorizations according to payor and center protocols.
Enter charges and review patient records for accuracy, including quality checks of ICD-10 and CPT codes and related information, to support the billing process.
Receive and distribute mail according to office protocols.
Follow the chain of command and adhere to center policies and procedures.
Communicate effectively using established handoff procedures and give and accept respectful feedback to support teamwork.
Promote patient throughput, regularly assess waiting-room status, inform patients about delays, and help maintain comfort and satisfaction with wait times.
Maintain a clean and organized work environment that supports patient satisfaction and safety.