Administrative Associate, 12 hours/week, day shift - A3

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

Job summary

Beth Israel Lahey Health is seeking an administrative support specialist at Winchester Hospital. The role supports the unit and staff, handles phones, greets patients, processes orders in the EMR, and ensures smooth patient flow and documentation across units.

Requirements include a high school diploma and at least one year in admin support; strong English communication and basic computer skills are essential. The position is part-time, on-site in Winchester, MA with weekend/holiday rotation.

Qualifications

• Required: High School Diploma or equivalent.
• Preferred: At least one year of administrative support experience.
• Must read, write and communicate effectively in English with patients and staff.

Responsibilities

• Provide administrative support for the unit and staff to allow focus on patient care.
• Answer phones, direct calls, and pass messages promptly.
• Greet patients, visitors and staff; sign forms and direct inquiries as needed.
• Process orders in the electronic medical record and monitor for stat issues.
• Assemble patient charts and ensure room readiness for admissions.
• Maintain accurate medical charts and coordinate paperwork with departments.
• Schedule tests/consults and coordinate transport and equipment needs.
• Prepare patient records for discharge and assist with routine admin tasks.

Skills

Basic computer knowledge

Excellent communication

English fluency

Education

High School Diploma or equivalent

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.

Job Description

Winchester Hospital is a 5x Magnet designated, Top Massachusetts recognized 223-bed regional hospital that is the leading provider of comprehensive health care services in the northwest suburban Boston area.

Schedule: 12 hours/week, day shift, including every other weekend and holiday rotation

As part of the Patient Care Services 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.


• 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.

Qualifications

Education:

Required: High School Diploma or equivalent

Experience

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

Required

Other Skills/Knowledge:

• Basic computer knowledge.


• Excellent communication and customer service skills.


• For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team.

Preferred: Knowledge of basic medical terminology

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, 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