Administrative Assistant III - Interventional Radiology Administration

Beth Israel Deaconess Medical Center - Boston, MA (30+ days ago)4.0

Department Description: HOURS:: 40 hours (Mon-Fri) 8am-4:30pm

With a central role in clinical service, teaching, and research, the Radiology Department performs over 400,000 radiologic examinations each year. The department provides radiography, CT, ultrasound, MRI, nuclear medicine, mammography, angiography, and interventional radiology services to both the medical center as well as our affiliated health care facilities. This administrative position supports the interventional radiology service which consist of 7 academic Interventionalist performing minimally invasive procedures in a multi-modality environment including clinic time. Position reports to the vice chair of IR and the administrative manager for the radiology practice.

Job Location: Boston, MA

Req ID: 25522BR

Job Summary: Provides secretarial and administrative support to a director or other leadership position(s) in a department and requires in-depth knowledge of the department's programs and services. Involves extensive interaction with diverse populations including the public, visitors, patients and families, external customers, medical practitioners and medical center staff.

Department Specific Job Responsibilities:
Coordinate scheduling/care of IR clinic patients; communicate appointment times with patient and referring physicians and at times arrange for pre-authorization for procedures being done in Radiology, or imaging and/or laboratory tests ordered by the Radiologist related to the procedure (either initial assessment or follow-up imaging).
Acquire the necessary medical records and/or imaging from outside facilities for patients being seen or evaluated in the IR practice. Assembles records according to regulatory standards as defined by the Joint Commission (TJC) and other regulatory agencies. Ensures patient records and relevant documents filed in the record have accurate patient identification.
Confirms prior authorizations, referrals and pre-certifications for patient's insurance or managed care plan. Directs patients to next service area. Act as a liaison with the referring physician and PCP offices to facilitate procedural pre-authorization required by them (i.e., provide CPT codes or clinical assessment documentation).
Monitors patients and visitors entering, waiting, and leaving the practice. Facilitates timely flow and proactively solves flow issues (i.e., early or late patient, late provider, etc.) Acts as liaison between patient and practice staff to ensure optimal flow and service delivery.
Schedules follow-up appointments and related diagnostic and/or lab tests making every reasonable effort to accommodate patient and provider needs. Provides patient with any relevant educational materials as indicated. Enters visit billing tickets.

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 and accurate information within scope of knowledge and authority.
Types correspondence, forms, reports, manuscripts or other materials that may require complex formatting. Prepares documents with stylized formats, lettering or graphics using specialized commercial software, such as desktop publishing or graphics packages. Proofreads and edits materials for grammar, punctuation and spelling.
Schedules appointments and meetings and maintains personal calendars for manager/director(s). Organizes conference calls and meetings, sometimes with large numbers of participants. Reserves meeting locations and equipment. Prepares meeting agenda and other materials. Prepares travel arrangements as needed.
Organizes and schedules conferences, seminars or other department sponsored programs or events. Coordinates all necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment.
Maintains departmental files, records and databases. Enters information from source documents into computer databases and/or spreadsheets, compiling, printing and distributing periodic reports, mailing labels and other information as needed. Maintains department reference library of books, journals and other materials.

Required Qualifications:
High School diploma or GED required. Associate's degree preferred.
3-5 years related work experience required.
Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
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