Administrative Assistant ($27/hr) - Competitive Pay

Administrative Assistant for a Urology Department 

Type: temp-Hire

Schedule: M-F 8:30am-5:00pm 

Responsibilities:

• Manages all aspects of patient care including but not limited too; scheduling of clinic appointments, specialized testing, booking surgical cases in the operating room, managing prescription requests, messaging through the patient portal, documenting in the organization’s EPIC electronic medical record.
• May be responsible for scanning outside documents for inclusion in patient's EPIC record.
• May be required to distribute patient notes to appropriate physicians and agencies as necessary.
• Serves as liaison with patients, colleagues, and other hospital departments and administrators through various communication modalities.
• Ensures that patient concerns are addressed and followed up by the appropriate personnel within the department in a time-sensitive manner.
• Composes routine correspondence to patients and physicians, extracting basic to more complex information from patient records.
• Serves as the practice primary repository of information and first point of contact for patients, clinical and other hospital administrative personnel.
• Answers all incoming patient calls, triage the message, and facilitates the need of the patient; directs all medically related questions to the appropriate clinical staff, scheduling appointments, etc.
• Manages patient prescription requests and routes request to appropriate personnel.
• May be responsible for communicating procedure preparation instructions to patients both verbally and electronically or by mail.
• Ensures that patient concerns are addressed and followed up by the appropriate personnel within the department in a time-sensitive manner.
• Responsible for daily communication to the surgeon’s practice through EPIC, Outlook, Patient Gateway (patient portal), various clinical and administrative Departments of BWH, as well as other medical facilities.
• Monitors and maintains EPIC In-basket messages, prescription/imaging requests and other functionalities as necessary.
• Prepares for weekly clinics by organizing clinic medical record needs in line with physician preferences.
• Schedules patient’s diagnostic and follow-up laboratory and radiology testing and follow up appointments as assigned through EPIC In-basket.
• May be responsible for scheduling referrals assigned by the Patient Access Center.
• Responsible for monitoring provider’s schedules and rescheduling patient appointments accordingly for smooth clinics.
• Responsible for surgeon’s radiology queue, resulting in scheduling images from radiology queue as needed.
• May be responsible for mailing out copies of patient visit notes, pathology reports, radiology results, etc. to all referring and coordinating physicians according to HIPPA and Department guidelines for physician(s) per request.
• Responsible for prioritizing tasks as needed depending on workload.
• Works as a team member with all staff in the department to ensure smooth daily operation of the department, including participation in staff or faculty meetings, taking minutes, preparing agendas.
• Responsible for scheduling all physicians’ surgeries at the main campus or other ambulatory surgical sites, as well as ensuring that all pertinent testing and pre/post-operative appointments are scheduled accordingly.
• May collect, compile and forward co-payment/payment/reimbursement documentation to appropriate internal parties.
• May serve as point of person for the patients, vendors, insurance companies around any billing concerns.
• Responsible for the management of placing the surgeons’ cases in the Department Centralized Billing Calendar to obtain prior authorization for all procedures as necessary.
• Manages the provider Outlook calendar with regards to day-to-day schedules.
• Responsible for coordinating the surgeons’ meetings, conferences, etc.
• May be responsible for booking travel arrangements to conferences, meetings, annual conferences.
• May be asked to assist with training and orienting new staff as needed.
• Provide cross coverage as needed by Department policy
• May assist with special projects as directed.
• May be responsible for facilitating and completing additional paperwork requirements for patients such as work letters, leave requests, FMLA, etc.
• Follow HIPAA guidelines for the management of patient privacy and confidentiality.
• Other duties, as assigned.

Requirements:

• Must maintain highest standards of professionalism, ethics, and integrity.
• Must have strong customer service, communication, and interpersonal skills in dealing with patients, providers, and colleagues.
• Must be team-oriented in dealing with multiple stakeholders and communication channels.
• Must be sensitive to and supportive of patients, families, and care-providers.
• Must be resourceful in obtaining information when it is not readily available and in responding to unusual situations.
• Must have ability to recognize problems, establish priorities and initiate appropriate responses.
• Bachelor’s degree preferred; equivalent work experience will be considered.
• Prior administrative experience in a health care setting a plus
• Knowledge of Microsoft Outlook, Word, Excel, and PowerPoint
• Ability to prioritize work, meet deadlines, and function efficiently in a fast-paced environment under pressure.
• Ability to use discretion in confidential matters.
• Ability to read, write and articulate in English is required.