Administrative Assistant II, Needham Cancer Center

Beth Israel Lahey Health; Boston (MA); On-site; USD 28,929 - 38,572; Full time

Job summary

Needham Cancer Center in Needham, MA is seeking an Administrative Assistant II for the front desk to support physicians in clinical practice, academics, and research activities.

This full-time role (Mon–Fri, 8:30 am–5:00 pm) requires 1–3 years of related experience, proficiency with MS Office, and strong written and verbal communication to manage patient information, appointments, and billing processes in a fast-paced setting.

Qualifications

• 1–3 years related work experience
• Experience with computer systems including web-based applications and Microsoft Office
• Healthcare experience preferred

Responsibilities

• Answers and screens telephone calls; greets patients, families, visitors and staff
• Schedules patient appointments and coordinates ancillary appointments
• Prepares and maintains patient records; liaises with departments and external customers
• Collects co-payments and processes billing tickets; reconciles daily collections
• Maintains physician schedules and transcribes notes as needed
• Notifies and reminds patients of upcoming appointments
• Obtains authorizations for radiologic exams as needed
• Sorts and distributes incoming/outgoing mail and correspondence
• Participates in special projects and process improvements

Education

High School diploma or GED

Associate's degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Access

Job description

Administrative Assistant II – Front Desk, Needham Cancer Center, Needham, MA

Position: full‑time, Monday through Friday, 8:30 am–5 pm

Job Description

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 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 other documents. Transcribes letters and patient notes as needed for physicians and facilitates them 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 per hour.

Equal Opportunity Employer / Veterans / Disabled.