Administrative Assistant III - Surgical Oncology

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. This role supports a doctor and the section of Cutaneous Oncology department, a multidisciplinary collaborative program with BIDMC surgeons and DFCI Medical Oncologists. The coordinator will help manage cross-institutional scheduling and a growing volume of referrals as the COP program ramps up, a great opportunity for someone looking for more variety and complexity than a typical single-site coordinator role. Tasks include, but are not limited to, answering phones, scheduling appointment, new patient registration, handling faxes, surgical scheduling, form handling, cross-covering, travel. Monday-Friday: 8:30a-5:00p Job Description: Provides administrative support to physicians in their clinical, academic, research and leadership roles. Support a team of Surgical Oncology Surgeons, APP, Nurses, and their patients receiving care within the Cutaneous Oncology Program. Work closely with Nurses, and other administrative assistants to answer phones, organize testing, obtain referrals, and schedule appointments for clinic and OR, and prepare patients for their upcoming appointment or surgery. Support the various clinics and the clinical conferences, as needed. Cross covers for other admins when needed to support the patients and providers in Surgical Oncology. Collect data and prepares 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. Additional responsibilities may be added, as needed, to fill growing needs within surgical oncology. 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). 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 Pay Range: $21.63 - $29.11 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