Front Desk Admin

Spaulding Rehabilitation; Wellesley (MA); On-site; USD 50,824,000 - 66,477,000; Full time

Job summary

Spaulding Rehabilitation Hospital is seeking an Administrative Assistant to support clinical service operations. The role includes scheduling patient visits, check-in/check-out duties, greeting patients, and handling routine communications with a focus on accuracy and efficiency.

Responsibilities emphasize coordinating appointments, managing payments, and assisting with patient flow while maintaining professional communication and organization in a fast-paced medical office.

Qualifications

• High School Diploma or equivalent is required.
• Healthcare office experience is preferred (0-1 year).
• Basic proficiency with Office Suite and ability to manage multiple tasks.

Responsibilities

• Perform routine administrative and clerical duties for a clinical service or physician practice office.
• Make patient appointments and maintain appointment records.
• Greet and assist patients; answer phones and schedule inquiries.
• Process co-payments and manage non-routine calls and messages.
• Support patient flow and verify registrations for accuracy.

Skills

Office Suite

Phone system

Time management

Written communication

Multitasking

Education

High School Diploma or Equivalent

Tools

Microsoft Office

Job description

Site: The Spaulding Rehabilitation Hospital Corporation

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Summary

Job Summary

Performs administrative functions to support smooth and efficient clinical service or practice operations under close to general supervision. Performs basic clerical work and tasks that are repetitive and routine. Administrative duties related to patient visits including scheduling, check-in, check-out duties. Actual job duties may vary by Department

Does this position require Patient Care? No

Essential Functions

• Perform routine administrative and clerical duties relating to a clinical service or physician practice office.
• Make patient appointments and maintain appointment records.
• Greet and assist patients.
• Answer telephones, assist callers with routine inquiries, and schedule appointments.
• Open and distribute mail or faxes.
• May be required to accept co-payments.
• Handles, screens and/or takes messages related to prior authorizations, referrals, and verify registrations for accuracy.
• May monitor patients in waiting room and responds to any needs for information.
• Assists in patient flow processes.

Qualifications

Education

High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?

No

Licenses and Credentials

Experience

healthcare office experience 0-1 year required

Knowledge, Skills And Abilities

• Basic Proficiency with all Office Suite.
• Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
• Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate.
• Communicating effectively in writing as appropriate for the needs of the audience and Talking to others to convey information effectively.
• Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e‑mail, memos and letters), and to take complete and accurate messages.
• Managing one's own time
• Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems.

Additional Job Details (if Applicable)

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasional (3-33%) 20lbs - 35lbs
• Carrying Occasional (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasional (3-33%)
• Stooping Occasional (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasional (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)

Remote Type

Onsite

Work Location

65 Walnut Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$17.71 - $23.20/Hourly

Grade

2

In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth.

EEO Statement

1400 The Spaulding Rehabilitation Hospital Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.