Beth Israel Deaconess Medical Center Admin Asst II - Clinical Pract in Boston, Massachusetts

Admin Asst II - Clinical Pract

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Job LocationBoston, Massachusetts

Req ID 16863BR

Department Description: Position Summary: Reports directly to Practice Manager with input from assigned physician. Under general supervision, this position provides administrative support to physicians in their clinical or leadership role. Includes but is not limited to patient scheduling, pre-registration, and referral management. Position requires broad-judgment, independent thinking and problem solving. Involves extensive interaction with the public, patients, and other Medical Center personnel. Strong typing and verbal communication skills are needed. Previous experience working in a clinical practice is preferred.

This position involves extensive interaction with diverse populations including public and visitors, patients, medical staff practitioners and medical center personnel. The incumbent must have outstanding customer service skills, strong written and verbal communication skills and the ability to interpret and communicate sensitive patient information. Must demonstrate respect for patient confidentiality and the maturity to handle difficult patient situations in an often fast-paced stressful environment. Must also demonstrate problem solving skills, a positive approach to teamwork and the ability to handle multiple priorities with attention to detail. Previous experience in healthcare preferred, strong customer service skills and experience are required.Job Location: Boston, MAReq ID: 16863BRJob Summary: Provides administrative support to physicians in their clinical practice, academic and research 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.

  • 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.

  • 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.

Required Qualifications:

  • High School diploma or GED required. Associate's degree preferred.

  • 1-3 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.

Preferred Qualifications:

  • Healthcare experience.


  • 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 communicate effectively with medical center staff, patients, families and external customers.

  • Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

  • 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.

  • 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