Administrative Assistant III, Hematology Oncology

Beth Israel Deaconess Medical Center

Boston (MA)

On-site

USD 50,000 - 65,000

Full time

14 days+

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Job summary

Beth Israel Deaconess Medical Center is seeking an Administrative Assistant III for its Hematology Oncology Department. The role includes providing essential administrative support to physicians, managing patient information, and working collaboratively within a team to enhance patient care. Candidates should possess strong communication skills and relevant experience, ensuring quality patient service and operational efficiency.

Qualifications

3-5 years related work experience required.
Experience with computer systems required, including web-based applications.
Ability to communicate clearly and effectively in written and spoken English.

Responsibilities

Provides administrative support to physicians.
Schedules patient appointments and maintains patient records.
Acts as liaison with other departments and handles confidential information.

Skills

Written Communications

Oral Communications

Knowledge

Team Work

Customer Service

Education

High School diploma or GED required

Associate's degree preferred

Tools

Microsoft Office

Job description

Administrative Assistant III, Hematology Oncology

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Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

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 III will support the Hematology Oncology Department at Beth Israel Deaconess Medical Center.

The anticipated schedule is 8:30am-5pm, Monday through Friday. This role is fully onsite in Boston, MA.

Job Description:

Provides administrative support to physicians in their clinical, academic, research and leadership 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.
Maintains physician's administrative and clinical calendars. Types correspondence, manuscripts and documents that may require complex formatting. Composes routine correspondence. Transcribes letters and patient notes as needed for physicians and/or facilitates notes and letters in CCC system. Composes routine correspondence. Prepares and distributes materials for meetings and committees.
Actively assists and supports licensed practitioners by queuing prescriptions for renewal and performing the initial review of medication listings for accuracy in the electronic medical record (Web OMR).

Department Specific Job Responsibilities:

Support surgical oncology physicians and their patients receiving care in various surgical oncology clinics, which include but are not limited to Endocrine/Thyroid Clinics, Surgical Oncology Clinics, the Pancreas Multidisciplinary Clinic, and the Liver Tumor Multidisciplinary Clinic.
Work closely with Surgical Oncology Nurses, and other surgical oncology assistants to answer phones, organize testing, obtain referrals, schedule appointments for clinic and OR, and prepare patients for their upcoming appointment or surgery.
Support the various clinics and the clinical conferences in surgical oncology, as needed. Cross covers for other PLI and surgical oncology admins when needed to support the patients and providers of PLI and surgical oncology clinics.
Collect data and prepare drafts of reports on clinic volume and statistics available through CCC, OMR, and other online systems; maintains additional databases as needed to collect appropriate data on patients, clinic, and research.
Support non-clinical efforts of the surgical oncology physicians, including their administrative and research responsibilities. Support surgical oncology outreach efforts by assisting in any additional admin support functions to ensure successful outreach events.

Required Qualifications:

High School diploma or GED required. Associate's degree preferred.
3-5 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.

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.

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) and COVID-19 as a condition of employment. Learn more about this requirement.

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

Seniority level