Administrative Assistant (Security), Per Diem

Beth Israel Lahey Health; Winchester (MA); On-site; USD 27,000 - 36,000; Full time

Job summary

Beth Israel Lahey Health is seeking an administrative support professional to assist a busy patient care unit. You will help maintain accurate electronic medical records, field inquiries from patients and families, and support throughput and unit flow.

The role involves coordinating with nursing and clinical staff and handling administrative tasks to support the care team. The position requires a High School Diploma and at least one year of related experience.

Qualifications

• High School Diploma or equivalent required.
• At least one year of administrative support experience preferred.
• Experience with electronic medical records and unit coordination is a plus.
• Strong communication and organizational skills are required.

Responsibilities

• Provide administrative support to the unit to allow clinical staff to focus on patient care.
• Answer unit telephone, direct calls, take messages and relay information promptly.
• Greet patients and visitors, assist with forms and direct inquiries for efficient unit flow.
• Process orders in EMR and paper formats, monitor for stat or urgent issues.
• Prepare patient charts and ensure complete, accurate medical records.
• Coordinate appointments, tests, transport, and ancillary services as needed.
• Assist with discharge documentation and chart disassembly per HIM standards.
• Support nurse manager with data entry, typing, minutes, and mail triage.
• Maintain supply inventory and ensure equipment functioning for unit efficiency.

Skills

Administrative support

Telephone etiquette

Data entry

Medical records management

Education

High School Diploma or equivalent

Tools

Electronic Medical Records (EMR)

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.

Contributes to the Hospital’s mission by providing clerical support to the patient care units, keeping the patient care team informed by maintaining accurate and timely electronic medical records and acting as the unit coordinator as it pertains to non-clinical issues. This busy administrative support position will have an impact on patient care and patient and family member satisfaction by fielding requests and information to the patient care team and family members, providing the administrative support to ensure expedient patient throughput and acting as a central resource of the patient medical record.

Job Description:

QUALIFICATIONS

Education Required: High School Diploma or equivalent

Experience Preferred: At least one year of previous work experience in an administrative support role.

JOB FUNCTIONS

As part of the Security team, this position performs the following functions, often simultaneously:

• Provides the administrative support for the unit and staff so the patient care team can concentrate on providing superior patient care.
• Answers the phone for the unit, answering questions, directing calls to other team members and /or taking messages and expediently passing on information.
• Greets patients, visitors, volunteers, clergy and interdisciplinary staff members. Answers questions, signs forms and/or directs the individual or question as appropriate to ensure efficient unit flow and patient/family member satisfaction.
• Processes physician and other orders utilizing the electronic medical record and manual orders. Monitors orders throughout shift and notifies nursing staff promptly of stat and other pertinent issues. Questions unclear orders and seeks clarification from the nursing and medical staff.
• Receives admittance information. Communicates expediently to the nursing staff to start the patient placement process and ensures the room is available for the patient. Assembles a medical chart for the patient.
• Maintains accurate and complete medical charts for the patients, including the forms necessary for daily use. Copies and faxes paperwork as necessary to expedite the patient care process among the hospital departments and outside sources if appropriate.
• Pages and contacts physicians for consults. Schedules tests and other diagnostic services with other hospital departments and off-site providers. Arranges ambulances and transport services. Follows through on orders for medical equipment and other non-medication needs.
• Prepares the patient record for discharge. Reviews the medical record and advises the nursing staff if forms are needed prior to discharge. Disassembles medical chart according to Health Information Management Department standards.
• Prioritizes functions based on emergency situations.
• Completes administrative/secretarial tasks in support of the nurse manager and the department, which may include but is not limited to data entry, simple letter typing, simple spreadsheet creation, other typing needs, minute taking, and sorting and triaging mail.
• Files. Ensures the unit has an adequate supply of various required forms.
• Maintaining an adequate inventory of non-medical supplies for the unit. Oversees the office equipment and addresses equipment problems timely to maximize the unit’s efficiency.

Pay Range:

$19.50 - $26.24

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