Administrative Assistant III, Hematology Oncology

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Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

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

The Administrative Assistant III will support the Hematology Oncology Department at Beth Israel Deaconess Medical Center.

The anticipated schedule is 8:30am-5pm, Monday through Friday. This role is fully onsite in Boston, MA.



Job Description :

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

Essential Responsibilities:

• 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.
• 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.
• 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.
• 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.
• 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).

• Support surgical oncology physicians and their patients receiving care in various surgical oncology clinics, which include but are not limited to Endocrine/Thyroid Clinics, Surgical Oncology Clinics, the Pancreas Multidisciplinary Clinic, and the Liver Tumor Multidisciplinary Clinic.
• Work closely with Surgical Oncology Nurses, and other surgical oncology assistants to answer phones, organize testing, obtain referrals, schedule appointments for clinic and OR, and prepare patients for their upcoming appointment or surgery.
• Support the various clinics and the clinical conferences in surgical oncology, as needed. Cross covers for other PLI and surgical oncology admins when needed to support the patients and providers of PLI and surgical oncology clinics.
• Collect data and prepare drafts of reports on clinic volume and statistics available through CCC, OMR, and other online systems; maintains additional databases as needed to collect appropriate data on patients, clinic, and research.
• Support non-clinical efforts of the surgical oncology physicians, including their administrative and research responsibilities. Support surgical oncology outreach efforts by assisting in any additional admin support functions to ensure successful outreach events.

• High School diploma or GED required. Associate's degree preferred.
• 3-5 years related work experience required.
• Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

• Written Communications:
  Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications:
  Ability to comprehend and converse in English to…