Lead Administrative Secretary (Sleep Lab), Per Diem

Beth Israel Lahey Health•Woburn, WA

25d

About The Position

The Lead Administrative Secretary contributes to the hospital’s mission by leading administrative support functions for the Sleep Lab. The role supports patient satisfaction through empathetic, courteous, and efficient interactions with patients and families, supports accurate and timely billing, and helps foster employee satisfaction and effective team operations. In the lead capacity, this position oversees administrative operations, assigns work to optimize efficiency, and works with the manager or supervisor on operational planning and performance improvement. When the manager or supervisor is absent, the Lead assumes the supervisory role for administrative staff and makes decisions that support clinic flow and patient care. The role also supports staff development, staffing plans, records management, billing troubleshooting, customer service, supplies, and workplace safety. The position also provides day-to-day administrative support, including answering calls, scheduling and registering patients, verifying insurance and demographic information, collecting co-payments, maintaining records and appointment schedules, coordinating referrals and preauthorizations, entering charges, and helping ensure patient records and billing codes are accurate. The Lead monitors waiting-room status, communicates delays, and works to improve patient throughput and satisfaction. 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.
Accurate typing skills 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, assign functions to optimize efficiency, and ensure staff meet job expectations.
Collaborate with the manager or supervisor on operational planning and performance improvement initiatives.
Represent administrative processes in departmental projects.
Assume the supervisory role for administrative staff when the manager or supervisor is absent, making decisions that support clinic flow and patient care.
Assist with patient financial counseling and troubleshoot billing issues using knowledge of third-party payor systems.
Troubleshoot operational issues, 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 with performance feedback, contribute input to performance evaluations, and precept and mentor staff.
Build and maintain a fair, efficient, fiscally prudent staffing plan in the scheduling system that responds to physicians’ scheduling preferences.
Address maintenance, housekeeping, and physical-plant problems within the role’s authority to help maintain a safe work environment.
Follow up with the call center and monitor administrative supplies; 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 and register patients; verify insurance coverage and demographic information; collect copayments, issue receipts, and obtain signatures for required forms.
Maintain and release medical records according to facility protocols, including pulling and filing records for appointments and 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 schedule changes throughout 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 billing information.
Receive and distribute mail according to office protocols; follow the chain of command and center policies and procedures.
Communicate with the team using established handoff procedures and give and accept respectful feedback.
Maximize patient throughput, regularly assess waiting-room status, inform patients of delays, and support their comfort and wait-time satisfaction.
Maintain a clean and organized work environment to support patient satisfaction and safety.