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Administrative Assistant III - Clinical Practice (Chest Disease Center)


Department Description: The Chest Disease Center comprises highly skilled, board-certified physicians, fellows and residents (licensed physicians in training), nurse practitioners, physician assistants, registered nurses, and support staff. We are one of only a few institutions that bring together thoracic surgeons and interventional pulmonologists within one division to provide the best, most appropriate, treatment for each patient.

The Division of Thoracic Surgery and Interventional Pulmonology spearheads excellence in the treatment of lung, esophageal, and other chest-related cancers at the BIDMC Cancer Center, as well as basic and clinical-translational research. In addition, the Division supports: daily clinical operations and program development in Boston, Needham, Milton, Plymouth, and Brockton; improving the academic stature of cancer surgery and surgical oncology education; exploring funding opportunities for programmatic development; mentorship and career development of surgical oncology faculty and allied clinicians; active participation in and oversight of BIDMC multidisciplinary solid tumor conferences.

Job Location: Boston, MA

Req ID: 36227BR


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

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