Admin Supervisor - General Surgery - 40 HRs DAYS

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Location: Burlington, MA
Job ID: 167875-1A
Date Posted: Aug 9, 2021
Category: Professional

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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

Minimum Qualifications:

 

Education:  Work requires a level of knowledge normally acquired through the completion of a Bachelor’s degree or specialized training in administrative and/or office services.

 

Licensure, Certification, Registration: Not required.

 

Skills, Knowledge & Abilities:     

  • Thoroughly proficient in use of a personal computer, including word processing, spreadsheets, presentations, databases, electronic scheduling software, e-mail, and accessing information on the Internet.

  • Proficient in written and oral communication; able to compose and/or edit memoranda on behalf of the Chair.

  • Ability to work with and hold confidential highly sensitive information including personnel, budget, disciplinary action, and strategic information relating to all staff.

  • Effective Supervisory skills.

  • Thoroughly proficient in project management.

  • Ability to use independent thinking to solve problems and anticipate needs.

  • Ability to effectively interface with all high level individuals and to represent the Chair and the department(s) in a highly professional manner.

  • Ability to work independently and to achieve results as part of a team.

  • Exceptional organizational skills with the ability to set priorities, manage multiple projects and meet project deadlines.

  • Ability to exercise tact and diplomacy.

  • In the absence of any of these skills, demonstrates the ability to be thoroughly trained to meet organizational standards.

 

Experience:    Minimum of 5 years administrative support to one or more executives in a comparable healthcare setting. Position Summary:  Under the general direction of the Clinical Manager, performs a variety of administrative tasks in support of the mission and goals of the division, encompassing multiple clinical departments.  Is routinely exposed to and works with highly confidential divisional, budgetary, strategic, medical and staff information.  Provides functional guidance to other administrative staff and is responsible for the HR function as it applies to the same.  Exercises independent judgment and decision making within the scope of the job.  Possesses and applies above average proficiency and facility in the use of word processing, spreadsheets, and creation/editing of presentations.   


 

Essential Duties & Responsibilities including but not limited to:

 

  1. Administrative Supervision

  • Provides functional guidance to other administrative staff, including oversight for day-to-day activity, and acting as a resource to staff as needed.  

  • Coordinates and monitors staffing assignments, levels, and scheduling of administrative staff to ensure efficient operation and appropriate coverage.

  • Participates in and significantly contributes to the HR function for the department(s), including recruitment and hiring, orientation of new staff, employee relations, training needs assessment and fulfillment, performance appraisal, competence assessment, mandatory education, and other organizational requirements as appropriate.

  • Reviews requests for time away, and approves or denies as appropriate, ensuring adequate coverage for the efficient operation of the department(s).

  • Coordinates and monitors surgical depots,  appointment work queues, recall list, providers time away, surgical weight loss information session tracker and bump lists on a daily/weekly basis.

  • Monitors and ensures that administrative staff and support areas are operating within budget constraints.

2)  Administrative support

 
  • Open, review and distribute all incoming mail and faxes.

  • Maintain provider Google calendars, updates and confirms weekly schedule.

  • Handle incoming telephone calls to General surgery and directs the calls as necessary - daily.

  • Tasks appropriate providers when necessary for patient care.

  • Maintains EPIC inbox and tasks providers to ensure timely response.

  • Assist providers in completion of FMLA and disability forms.

  • Complete and submit Provider away forms, travel expense estimates and reimbursements.

  • Schedule appointments for patients and updates patient demographics including insurance coverage.

  • Runs the rescheduled report for the providers and reschedules patients timely.

  • Arrange meeting, creates and distributes an agenda and takes meeting minutes.

  • Reserve conference room space when necessary.

  • Submits appropriate documentation for prior authorizations for testing and surgeries.

  • Consistently maintains a courteous, helpful, and professional manner with all interactions with all customers/colleagues.   

  • Schedules patient OR procedures into the EPIC-snap board promptly, in a manner that provides the best possible outcome for patients, while abiding by departmental protocols and procedures. 

  • Schedules any testing that corresponds with a surgical procedure.

  • Schedules all patients pre op and post op appointments.

  • Maintain and order office supplies and coordinate all equipment needs and issues .

  • Assists coworkers when short staffed, cross trains in all administrative areas and performs a variety of other duties as assigned in the department.

  • Photocopy work as needed – daily.

  • Produce and distribute routine correspondence - daily.

  • Complete special projects assigned by the manager and or Director.

  • Obtain outside referral patients records pertaining to reason of visit and scan into EPIC.

  • Attend weekly and monthly meetings/information sessions as necessary. 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.

  •  

 

3) Confidential Information:  

  • On a need to know basis has routine exposure and access to highly confidential information related to division budget, strategic plans, medical information, and confidential staff and leadership information. 

  • Processes paperwork and maintains staff files that may include payroll data, time away, performance ratings, and documented disciplinary action.

  1. Correspondence/Word Processing:  

  • Composes, edits, and proof reads a variety of correspondence, reports, meeting minutes, and forms.  

  • Utilizes presentation software to assist Division Chair with creation and editing of presentations.  

  • Monitors and maintains all rosters and department/divisional lists.  

  1. 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.

About Us

Beth Israel Lahey Health is dedicated to improving health and wellness and making a difference in the lives of our patients, their families and all members of the communities we serve.  Formed in March 2019, Beth Israel Lahey Health is a patient-centered, integrated care delivery system providing a continuum of services spanning academic, tertiary and community hospitals, dedicated orthopedic and psychiatric hospitals, primary and specialty care, community acute care, ambulatory care, behavioral services and home health.  Beth Israel Lahey Health Performance Network is a unified joint contracting and population health management organization, jointly governed by participating physicians and hospitals.

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