Administrative Assistant II - Salem Hospital NSMC : Job Details

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

The mission of the Hematology Division of Brigham and Women's Hospital is to provide advanced clinical care, teaching, and research in hematology. 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), Monday through Friday.

Job Specific Duties And Responsibilities:

• Performs administrative duties under minimal supervision at the highest proficiency level.
• Handles all aspects of patient appointment scheduling for Dana Farber Cancer Institute (DFCI) / Faulkner Hospital / BWH Hematology patients (i.e.: provider visits, labs, infusions, imaging, biopsies, etc.).
• Serves as the primary Administrative Assistant responsible for the coordination of the Division's E-Consult referrals, which includes monitoring referral requests, and scheduling appropriate appointments.
• Manages provider's clinic schedules, closures, and rescheduling.
• Ensures lab tests are scheduled and ordered appropriately; coordinates the retrieval of tests results and acts as point-person for patient testing logistics.
• Submits and tracks prior authorizations.
• Answers and triages incoming telephone calls in a professional and courteous manner, forwarding appropriate messages and making proper referrals.
• Drafts, proofreads, and sends out appointment reminder letters, provider notes, emails, patient portal message, and other written correspondence on behalf of providers; responds to routine requests for letters, forms and other information from patients and referring providers.
• Follows HIPAA guidelines for the management of patient privacy and confidentiality.
• Performs routine office tasks, such as telephone coverage, filing, sending and receiving faxes, ordering office supplies, sorting mail, etc.
• Provides cross coverage as needed and performs other tasks as requested.

Qualifications:

• Minimum 2 years of comparable level administrative support experience required.
• High school diploma or GED required, Bachelor's degree is preferred, or equivalent work experience.

Skills / Abilities / Competencies Required:

• Excellent verbal and written skills to communicate effectively with physicians, nurse practitioners, administrators, employees and patients.
• Excellent organizational skills to manage multiple tasks simultaneously, set priorities, and meet deadlines.
• Excellent analytical skills to independently problem-solve within hospital and group policies and procedures.
• Ability to work well under pressure and handle sensitive information and situations with poise and professionalism.
• Ability to interact well with others, including patients, physicians, nurse practitioners and co-workers, and other clinical staff.
• Experience with Microsoft Office suite (Outlook, Word, Excel, PowerPoint), copier, fax, and printers.

Physical Requirements: Standing Occasionally (3-33%) Walking Occasionally (3-33%) Sitting Constantly (67-100%) Lifting Occasionally (3-33%) 20lbs - 35lbs Carrying Occasionally (3-33%) 20lbs - 35lbs Pushing Rarely (Less than 2%) Pulling Rarely (Less than 2%) Climbing Rarely (Less than 2%) Balancing Occasionally (3-33%) Stooping Occasionally (3-33%) Kneeling Rarely (Less than 2%) Crouching Rarely (Less than 2%) Crawling Rarely (Less than 2%) Reaching Occasionally (3-33%) Gross Manipulation (Handling) Constantly (67-100%) Fine Manipulation (Fingering) Frequently (34-66%) Feeling Constantly (67-100%) Foot Use Rarely (Less than 2%) Vision - Far Constantly (67-100%) Vision - Near Constantly (67-100%) Talking Constantly (67-100%) Hearing Constantly (67-100%).

Remote Type: Hybrid

Work Location: 45 Francis Street

Scheduled Weekly Hours: 40

Employee Type: Regular

Work Shift: Day (United States of America)

EEO Statement: The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-###-####.

At Mass General Brigham, our competency framework defines what effective leadership looks like by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.