Administrative Assistant II - Clinical Practice

Beth Israel Deaconess Medical Center, Inc.; Boston (MA); On-site; USD 60,174,000 - 80,975,000; Full time

Job summary

Beth Israel Deaconess Medical Center, Inc. seeks an Administrative Assistant II for the ENT clinic to support front-desk operations and physician activities. You will handle calls, schedule appointments, coordinate referrals, and maintain patient records with discretion.

The role requires 1–3 years of related experience and a High School diploma (Associate's degree preferred). Proficiency in Microsoft Office and strong communication are essential to deliver excellent patient service.

Qualifications

• Requires a High School diploma or GED; Associate's degree preferred.
• 1–3 years related administrative experience required.
• Experience with computer systems and MS Office applications (Outlook, Word, Excel, PowerPoint, Access).

Responsibilities

• Answers and screens telephone calls and directs to appropriate staff.
• Greets patients, families, visitors, and staff and provides information.
• Schedules patient appointments and coordinates referrals and ancillary services.
• Maintains patient records and supports physicians with correspondence and reports.

Skills

Customer service

Phone screening

Scheduling

Written communications

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. Administrative Assistant II - Clinical Practice responsible for the daily operations of the front desk for ENT. Job Description: Job Summary: Provides administrative support to physicians in their clinical practice, academic and research roles.

Essential Responsibilities

• Answers and screens telephone calls.
• Takes accurate messages or directs the call to the appropriate person.
• Greets and directs patients, families, visitors, and staff.
• Responds to requests in a timely manner and provides clear, accurate information within the 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 the 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 other documents.
• Transcribes letters and patient notes as needed for physicians and facilitates in clinical computer systems.
• Prepares and distributes routine reports.

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

• Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
• Problem Solving: Ability to address problems that are routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements.
• Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
• 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

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, geography of 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 At Beth Israel Lahey Health, we are driving the change in health care that Massachusetts wants and needs. Our culture promotes continuous learning, growth, innovation and a sense of belonging. We make it a priority to offer comprehensive compensation and benefits and help you achieve a healthy and balanced life. While you're busy caring for and supporting our patients, we take care of you.