Admin Assistant Ll (Pain Management Center)

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)Job Summary: Provides administrative support to physicians in their clinical practice, academic and research roles.
This position is a part of the William Arnold - Carol A. Warfield, MD, In the Pain Management Center within the department of Anesthesia. The Pain Management Center at One Brookline Place, conveniently located next to the Brookline Village T stop. Our pain clinicians offer a wide-range of compassionate, comprehensive and cutting-edge treatments for chronic and complex pain and for migraine and other types of headache pain.
The Department of Anesthesia, Critical Care and Pain Medicine provides a full-range of leading-edge anesthesia services in all operating rooms, intensive care units, obstetric, and non-surgical procedure areas (including gastrointestinal endoscopy, and electrophysiology) at Beth Israel Deaconess Medical Center, Boston. Our first commitment is to provide compassionate, world-class care to all our patients. We are one of the top academic anesthesia departments in the US in clinical anesthesia and research and, as a Harvard Medical School affiliated hospital, our educational programs are among the best in the country. The department is internationally recognized for both clinical care and research. Our renowned research program produces innovative work that is making major strides in improving patient care in anesthesia, critical care, pain and headache treatment. We also have advanced innovative technologies in the field, including 3-D imaging and guided ultrasound to provide minimally-invasive, safe care for the most successful outcomes.
Our department continues to grow and thrive in a culture of respect that supports the professional development and personal well-being of our staff. In addition, we have a strong commitment to Diversity, Equity and Inclusion and actively seek a diverse workforce that celebrates and honors the many cultures and perspectives represented by our staff.

Job Description:

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. Collects co-payments from patients at point-of-service. Coordinates billing tickets for office visits and services following established procedures. Forwards all billing fee tickets according to protocol to billing staff. Reconciles collections at the end of the business day per established protocol.
5. Maintains physicians' clinical and administrative schedules and calendars. Types correspondence, manuscripts and/or others documents. Transcribes letters and patient notes as needed for physicians and facilitates in clinical computer systems. Prepares and distributes routine reports.
6. Notifies, confirms, and reminds patients of scheduled appointments such as consultation, follow up, or simulation via letters or phone calls.
7. Obtains authorization for radiologic exams as needed.
8. Sorts, copies, files and distributes all incoming and outgoing correspondence and mail to the appropriate parties in absence of AAI.
9. Participates in and is responsible for special projects and process improvement initiatives as requested.

Required Qualifications:

1. High School diploma or GED required. Associate's degree preferred.
2. 1-3 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.

Preferred Qualifications:

1. Healthcare experience.

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

FLSA Status:

Non-ExemptAs 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. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.Equal Opportunity Employer/Veterans/Disabled