Administrative Assistant, Cardiac Device Clinic

Beth Israel Lahey Health; Burlington (VT); Hybrid; USD 28,000 - 38,000; Full time

Job summary

The Administrative Assistant will join the Cardiac Device Clinic at Lahey Clinic in Burlington, MA. This is a full-time role with a Monday–Friday schedule, 8am-4:30pm.

After successful training, a hybrid work schedule is possible, reflecting our commitment to flexible patient care and team collaboration. Responsibilities include handling incoming calls, preparing documents, scheduling appointments, maintaining patient records, and supporting licensed practitioners with prescription renewals.

Qualifications

• High School diploma or GED required.
• 0-1 years related work experience required.
• Experience with computer systems and MS Office applications (Outlook, Word, Excel, PowerPoint, Access).

Responsibilities

• Answers and screens telephone calls, greets patients and visitors, and provides information within scope of knowledge.
• Types and prepares correspondence and documents; proofs materials for grammar and accuracy.
• Schedules appointments and maintains calendars; assists in conferences and events.
• Provides courteous customer service supporting department operations.
• Prepares, routes, and tracks routine forms and documents; communicates with departments to resolve delays.
• Performs routine clerical duties: mail, filing, photocopying, and distribution of documents.
• Organizes and maintains department files and databases; enters data into systems.
• Updates patient demographics and insurance information; schedules ancillary appointments.
• Obtains patient materials from referral sources and prepares patient records for clinical activities.
• Queues prescriptions for renewal and supports licensed practitioners.

Tools

Outlook

Word

Excel

PowerPoint

Access

Job description

When you join the growing BILH team, you’re not just taking a job, you’re making a difference in people’s lives.

The Administrative Assistant will join the Cardiac Device Clinic, at Lahey Clinic in Burlington, MA. This is a full-time opportunity, working Monday through Friday, 8am-4:30pm. Once successfully trained, this role has the opportunity for a hybrid work schedule.

The Device Clinic manages and monitors a large population of patients with implantable cardiac devices including pacemakers, ICD, and loop monitors. Management of these devices includes annual in-person appointments as well as remote home monitoring. The Administrative Assistant position is a unique opportunity for an individual looking for patient interaction in the form of ensuring regular scheduled follow-up as well as helping to ensure home monitors are functioning properly.

Job Description:

Provides administrative support for the department. Involves extensive interaction with diverse populations including the public, visitors, patients and families, and providers.

Essential Responsibilities including but not limited to:

• Answers and screens telephone calls. Takes accurate messages or directs call to appropriate person. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.

• Types and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Drafts routine correspondence. Compiles and distributes reports and other information as needed.

• Schedules appointments and meetings and maintains calendars and schedules for assigned staff. Assists in preparation for conferences, seminars and other department sponsored programs or events. Receives, records and prepares related materials and performs other related duties as assigned.

• Provides positive and effective customer service that supports the operations of the department and medical center.

• Prepares, routes and tracks routine administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays, problems and errors.

• Performs routine clerical duties, such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating and distributing documents.

• Organizes and maintains department files, records and databases following established procedures. Enters information from source documents into databases and/or spreadsheets.

• May also update 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.

• Actively assists and supports licensed practitioners by queuing prescriptions for renewal.

Required Qualifications:

• High School diploma or GED required.

• 0-1 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.

Social/Environmental Requirements:

• Work requires close attention to task for work to be accurately completed. Intermittent breaks during the workday do not compromise the work.

• Work routine is fairly consistent, but employee needs to be able to use judgment to respond to events several times a week.

• No substantial exposure to adverse environmental conditions

• Health Care Status: Facilitates patient care

Sensory Requirements:

• Close work (paperwork, visual examination), Monitor Use, Visual monotony, Visual clarity <3 feet, Conversation, Telephone.

Physical Requirements:

• Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time. Walking and standing are required only occasionally.

• This job requires constant sitting, Keyboard use, Endurance-working up to 3-4 hours without a break, frequent Power Grasping using one hand. There may be occasional Fine Manipulation using one hand.

Pay Range:

$20.50 - $27.59

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geographyof work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients’ lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled