Administrative Assistant – Healthcare Administrative Support

Job Description

Administrative Assistant – Infectious Disease | Beth Israel Lahey Health

The Tone:
This is an Administrative Assistant role within the Infectious Disease department at Beth Israel Lahey Health. When joining BILH, you become part of a growing team of over 35,000 individuals dedicated to making a tangible difference in people’s lives through compassionate healthcare across various locations. This role provides essential administrative support, ensuring smooth departmental operations and fostering positive interactions for patients, visitors, and staff, directly contributing to the organization’s mission of patient care.

The TL;DR
• Role: Administrative Assistant – Infectious Disease
• Location: In-person, various Beth Israel Lahey Health locations in Massachusetts
• Pay: $20.50 – $27.59 hourly
• Mission: This person ensures efficient administrative processes and provides excellent customer service within the Infectious Disease department.
• Tech Stack: Outlook, Word, Excel, PowerPoint, Access, web-based applications

What You’ll Actually Do
• Communication: Answer and screen incoming telephone calls, taking accurate messages and directing calls to the appropriate person or department. Greet and direct patients, families, visitors, and staff with professionalism, responding to requests in a timely manner and providing clear, accurate information within the scope of knowledge and authority.
• Documentation & Correspondence: Type and prepare various correspondence and documents, ensuring they meet quality standards. Responsibilities include proofreading and editing materials for grammar, punctuation, and spelling, drafting routine correspondence, and compiling and distributing reports and other necessary information.
• Scheduling & Logistics: Schedule appointments and meetings, and meticulously maintain calendars and schedules for assigned staff. Assist actively in the preparation for conferences, seminars, and other department-sponsored programs or events, which involves receiving, recording, and preparing related materials and performing other assigned duties.
• Patient Support & Coordination: Update patient demographic and insurance information as necessary and obtain specialist referrals for all patient appointments. Schedule patient appointments utilizing various scheduling tools and resources, and coordinate ancillary appointments and procedures by working collaboratively with other hospital staff. This also involves obtaining patient information from referral sources and preparing and maintaining patient records for physicians.
• Administrative Operations: Provide positive and effective customer service that supports the daily operations of the department and medical center. Prepare, route, and track routine administrative forms and documents, ensuring materials are routed for required authorizations and monitoring their receipt by the final destination. Perform routine clerical duties such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating, and distributing documents. Organize and maintain department files, records, and databases following established procedures, including entering information from source documents into databases and/or spreadsheets. Finally, actively assist and support licensed practitioners by queuing prescriptions for renewal.

The Must-Haves
• Background: Entry-Level. High School diploma or GED required.
• Experience: 0-1 years of related work experience. Experience with computer systems, including web-based applications, and proficiency in Microsoft Office applications such as Outlook, Word, Excel, PowerPoint, or Access.
• Skills: Strong communication (verbal and written), organizational abilities, accurate data entry, scheduling, and customer service skills.