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Administrative Assistant III - Clinical Practice


Department Description: This is a new position supporting our new Obesity Management Physician / Medical Director of Bariatric Surgery. The new physician will be leading the implementation of a new Medical Weight Management Program at BIDMC. The candidate that supports her must be eager, proactive, passionate about patient care, independent and able to multitask to complete all necessary responsibilities. This assistant will be responsible for answering telephones, responding to all patient questions ( working with clinical staff to triage as necessary), scheduling appointments for multiple providers, scheduling testing and obtaining prior authorizations for prescription medications and imaging. The assistant will be the right hand of the new physician and work with management as appropriate on new initiatives. This is not a complete list of responsibilities for this role and the role will evolve over time as the program becomes established. Medical Weight Management promises to be a very exciting program and what better than for someone to be the first in this role to set the standard.

Job Location: Boston, Massachusetts

Req ID: 46070BR


Job Summary: Provides administrative support to physicians in their clinical, academic, research and leadership roles.

Essential Responsibilities:
  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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:
  1. High School diploma or GED required. Associate's degree preferred.
  2. 3-5 years related work experience required.
  3. Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
Competencies:
  1. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  2. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  3. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  4. 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.
  5. 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
EOE Statement

BIDMC is EOE M/F/VET/DISABILITY/GENDER IDENTITY/SEXUAL ORIENTATION

Vaccines

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. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

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