Sr. Administrative Assistant, Dom Hematology

Sr. Administrative Assistant, DOM Hematology

Overview:

The mission of the Hematology Division of Brigham and Women’s Hospital (BWH) is to provide advanced clinical care, teaching, and research in hematology. As part of the multidisciplinary Dana-Farber Brigham Cancer Center, we are one of the largest centers for adults with blood and bone marrow diseases in the world with more than 20 clinical hematology specialists, nurse practitioners and social workers, providing comprehensive, personalized care to our patients.

Under the direction of the Administrative Manager, the administrative staff functions as the overall resource for clinicians, providing clerical and scheduling support, and acts as the primary interface between the patient and the provider.

Administrative staff maintains a hybrid work schedule (3 days on-site, 2 days remote).

General Responsibilities:

• Performs administrative duties under minimal supervision at the highest proficiency level.
• Handles all aspects of patient appointment scheduling and follow-up for Dana Farber Cancer Institute (DFCI) / BWH Hematology patients.
• Ensures lab tests are scheduled and ordered appropriately; coordinates the retrieval of tests results and acts as point-person for patient testing logistics.
• Facilitates patient care through coordinating ancillary appointments (provider visits, labs, infusions, imaging, biopsies, etc.).
• Answers and triages incoming telephone calls in a professional and courteous manner, forwarding appropriate messages and making proper referrals.
• Mails out appointment reminder letters and provider notes.
• Submits and tracks prior authorizations.
• Drafts and proofreads letters, emails, patient portal message, and documents; sends out written correspondence on the Physician’s behalf and responds to routine requests for letters, forms and other information from patients and referring providers.
• Creates and edits PowerPoint presentations.
• Responsible for updating and maintaining Physician’s Curriculum Vitae (CV), Biosketches and certifications.
• Works closely with DFCI Anticoagulation Management Service to maintain patient database, coordinate testing, and retrieve results.
• Performs routine office tasks, such as telephone coverage, filing, sending, and receiving faxes, ordering office supplies, sorting mail, etc.
• Maintains flexibility regarding workload and the needs of the division.
• Follows HIPAA guidelines for the management of patient privacy and confidentiality.
• Provides cross coverage as needed.
• Provides direct support to Administrative Manager when needed.
• Maintains flexibility regarding workload and the needs of the division. Performs other tasks as requested.

• Schedules, plans, coordinates, and notifies attendees of meetings and appointments while using independent judgment in setting priorities and proposing alternatives to meetings.
• Promptly and appropriately replies to extremely urgent meeting and call requests.
• Resolves conflicts and prioritizes meetings by calling calendar issues to attention in advance of deadlines.
• Sends out timely notification of scheduled meetings and meeting materials.
• Works closely with other persons to schedule meetings involving multiple, tightly scheduled executives.
• Makes complex travel and logistical arrangements for the Physician; creates travel itineraries, submits receipts, and tracks reimbursements.
• Creates, edits, summarizes, and formats documents as needed, e.g., agendas, minutes, spreadsheets, PowerPoint presentations, and proposals.
• Resolves conflicts and prioritizes meetings by calling calendar issues to attention in advance of deadlines.

Qualifications:

• Minimum three years medical office or administrative support experience required.
• High school diploma or GED. Bachelor’s degree is preferred, or equivalent work experience.