Administrative Assistant II

Beth Israel Lahey Health; Groton (CT); On-site; USD 29,000 - 39,000; Full time

Job summary

Beth Israel Lahey Health is seeking a motivated administrative professional to provide essential support to physicians in a multi-specialty practice. The role includes handling calls, scheduling, patient records, and coordination with other departments to ensure smooth clinical operations.

The position emphasizes accurate data entry, strong communication, and good customer service in a fast-paced healthcare environment.

Qualifications

• High School diploma or GED required with Associate’s degree preferred.
• 1-3 years related work experience required.
• Experience with computer systems including web-based applications and Microsoft Office applications such as Outlook, Word, Excel, PowerPoint or Access.

Responsibilities

• Answers and screens telephone calls; greets and directs patients, families, visitors and staff.
• Updates patient demographic and insurance information and obtains referrals.
• Schedules patient appointments and coordinates ancillary appointments and procedures.
• Prepares and maintains patient records; transcribes letters and notes for physicians.
• Handles confidential information and communicates policies when necessary.
• Collects co-payments and assists with billing tickets following procedures.
• Maintains physicians’ schedules and calendars; distributes routine reports and notifies patients of appointments.

Skills

Written communications

Oral communications

Customer service

Team work

Knowledge of policies/procedures

Education

High School diploma or GED

Associate’s degree preferred

Tools

Microsoft Office

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.

Provides administrative support to physicians in their clinical practice, academic and research roles.

Busy, multi-specialty practice in Chestnut Hill serving more than 14 specialties is seeking a motivated and dynamic team member to join our growing team. This is an excellent opportunity to work in a fast-paced, collaborative environment dedicated to providing high-quality patient care

Job Description:

Essential Responsibilities:

• 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, accurate information within scope of knowledge and authority.
• Updates 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.
• Collects co-payments from patients at point-of-service. Coordinates billing tickets for office visits and services following established procedures.
• Forwards all billing fee tickets according to protocol to billing staff. Reconciles collections at the end of the business day per established protocol.
• Maintains physicians’ clinical and administrative schedules and calendars.
• Types correspondence, manuscripts and/or others documents.
• Transcribes letters and patient notes as needed for physicians and facilitates in clinical computer systems.
• Prepares and distributes routine reports.
• Notifies, confirms, and reminds patients of scheduled appointments such as consultation, follow up, or simulation via letters or phone calls.
• Obtains authorization for radiologic exams as needed.
• Sorts, copies, files and distributes all incoming and outgoing correspondence and mail to the appropriate parties in absence of AAI.
• Participates in and is responsible for special projects and process improvement initiatives as requested.

Required Qualifications:

High School diploma or GED required. Associate’s degree preferred.

1-3 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.

Preferred Qualifications:

Healthcare experience.

Competencies:

Written Communications:

Ability to communicate clearly and effectively in written English with internal and external customers.

Oral Communications:

Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

Knowledge:

Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

Team Work:

Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

Customer Service:

Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:

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

Pay Range:

$21.00 - $28.26

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