Admin Assistant to Dept Chair

This job posting is no longer active.

Location: Burlington, MA
Job ID: 160922-1A
Date Posted: Apr 28, 2020
Category: Specialist

Save Job Job Saved

Job Description

Welcome To

Welcome to Lahey Hospital & Medical Center, part of Beth Israel Lahey Health. Lahey Hospital & Medical Center is a world-renowned tertiary medical center known for its innovative technology, pioneering medical treatment and leading-edge research. A teaching hospital of Tufts University School of Medicine, the hospital provides quality health care in virtually every specialty and subspecialty, from primary care to cancer diagnosis and treatment to kidney and liver transplantation. It is a national leader in a number of health care areas, including stroke, weight management and lung screenings, among many others. Lahey also helps to advance medicine through research and the education of tomorrow's health care leaders.

About the Job

Under general supervision of the Administrative Director and the Department Chair in collaboration with physicians and other care providers, provides secretarial and administrative support to one or more individuals in a clinical environment. In addition to medical secretarial duties, the Administrative Assistant to the Department Chair serves as the primary point of contact for the Department Chair, and assists with the coordination of certain departmental activities as directed. Demonstrates discretion in working with confidential strategic, financial, or staff information.

 

Essential Duties & Responsibilities including but not limited to:

  1. Administrative Functions Supporting the Department Chair:
  • Functions as the primary point of contact with the Department Chair for other departments and external constituencies.
  • Maintains and adjusts the internal and external professional schedule(s) of the Department Chair.  Alerts the Department Chair to changes or conflicts in schedule, and plans ahead for contingencies.
  • Coordinates meetings as required, including securing meeting space, notifying attendees, arranging for audio-visual resources, and tracking attendance, recording minutes.
  • In accordance with organizational guidelines, may prepare and submit for approval purchase orders, invoices, travel reimbursements, petty cash slips, etc. 
  • Acts as a resource to others in the organization. Provides support to the department chairman maintaining a high level of discretion.
  • Screens phone calls, inquiries, visitors and correspondence, and routes accordingly.
  • Composes, edits, and proofreads a variety of correspondence, reports, and forms.
  • On a need to know basis, has routine exposure and access to confidential information such as departmental budget, strategic plans, staff and leadership information. Processes and prepares documents, letters and reports which are sensitive and confidential.
  1. May  provide administrative support to the Department Chair at a variety of internal and external meetings.
  1. General Medical Office Functions: 
  • Maintains physician and midlevel clinic schedules on a daily/weekly/monthly basis.
  • Processes and monitors provider time away and ensures that the information is captured in all required systems.
  • Answers a high volume of telephone calls in a professional manner and takes responsibility for appropriate dispositions and follow through on all phone calls. Accurately identifies those patients requiring immediate attention and relays this information to the appropriate personnel.
  • Utilizes Lahey Clinic electronic systems in order to record thorough, and complete phone messages.
  • Electronically facilitates patient prescriptions including new, refills, faxes, and prescription preauthorizations.
  • Uses electronic systems to enter provider orders and retrieve test results.
  • Facilitates collection of outside medical records and x rays for Lahey patients and indexes paperwork for scanning process.
  • Processes forms required for insurance approvals for scheduled procedures, office visits, or tests.
  • Transcribes a variety of documents including correspondence, memos, and department/staff meeting minutes. Proofreads all documents for accuracy and completeness.  
  • In surgical departments uses electronic OR scheduling systems to view and print schedules. Monitors and track physician progress electronically.
  • Maintains provider correspondence, reports, and statistics. 
  • Makes physician travel arrangements as needed. 
  • Maintains physician curriculum vitae, bibliography and Continuing Medical Education (CME). 
  • Screens, sorts and distributes mail.
  • Operates office equipment including (but not limited to) a personal computer, Internet, voice mail, e-mail, paging systems, copy machine, transcription equipment and fax. 
  • Assists in establishing a new provider’s practice, ordering business cards, office supplies etc.

 

  1. Scheduling:
  • Works with provider and/or other care provider to provide access to patients and facilitate “work in” appointments as required. 
  • Schedules patients for tests and consultations as directed by the provider or other care provider. 
  • Communicates information to patients regarding requirements for appointments and test preparation, as needed. 
  • Uses clinic-wide scheduling system for updating demographic and insurance information to ensure timely and accurate billing.
  • Processes any physician or other care provider ‘bump lists’, ensuring all patients are provided and notified of the new appointment.

3) Organizational Requirements:

  • Maintains strict adherence to the Lahey Clinic Confidentiality Policy.
  • Incorporates Lahey Clinic Guiding Principles , Mission Statement and Goals  into daily activities. 
  • Complies with all Lahey Clinic Policies.
  • Complies with behavioral expectations of the department and Lahey Clinic.
  • Maintains courteous and effective interactions with colleagues and patients.
  • Demonstrates an understanding of the job description, performance expectations, and competency assessment.
  • Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.
  • Participates in departmental and/or interdepartmental quality improvement activities.
  • Participates in and successfully completes Mandatory Education.
  • Performs all other duties as needed or directed to meet the needs of the department.

 

Minimum Qualifications:

Education:  High school diploma or equivalent.

Licensure, Certification, Registration:   None required.

Skills, Knowledge & Abilities: Medical terminology.  Proficient in standard office procedures and operation of business machines, (personal computer, fax, telephone, dictaphone, others as appropriate).  Excellent customer service and interpersonal skills; organizational skills and attention to detail. Strong oral and written communciation skills. Ability to display professionalism and discretion.

Ability to make administrative and procedural decisions and judgements on sensitive, confidential issues. Ability to work effectively with a wide range of constituencies in a diverse community. Ability to manage and impart confidential information.

Experience:     3 years related office and/or medical office experience.

About Us

Beth Israel Lahey Health is an integrated system providing patients with better care wherever they are. Care informed by world-class research and education. We are doctors and nurses, technicians and social workers, innovators and educators, and so many others. All with a shared vision for what healthcare can and should be. We are committed to attracting, developing and retaining top talent. We strive to create a diverse and inclusive workplace that reflects the communities in which we work and serve. With a team approach to care, we encourage learning and growth at all levels and offer competitive salaries and benefits.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.