Administrative Assistant – Medical Administrative Support

Job Description

Administrative Assistant (Gastroenterology) | Beth Israel Lahey Health

The Tone:
This is an administrative support role at Beth Israel Lahey Health, an in-person position within their medical facilities. Beth Israel Lahey Health is a comprehensive healthcare organization powered by over 35,000 dedicated professionals. This role makes a direct impact by providing essential administrative support to the Gastroenterology department, ultimately facilitating patient care and contributing significantly to people’s well-being.

The TL;DR
• Role: Administrative Assistant
• Location: In-person, within Beth Israel Lahey Health’s Gastroenterology department
• Pay: $20.50–$27.59 hourly
• Team: Supports the Gastroenterology department and assigned medical staff
• Mission: Provide critical administrative support to ensure efficient operations and seamless patient care within the Gastroenterology department
• Tech Stack: Computer systems, web-based applications, Microsoft Office (Outlook, Word, Excel, PowerPoint, Access)

What You’ll Actually Do
• Communication & Support: Manage incoming communications by answering and screening telephone calls, accurately taking messages, and directing inquiries to the appropriate personnel. Greet and direct patients, families, visitors, and staff, responding to requests in a timely and clear manner, providing accurate information within your scope of authority.
• Document Management & Preparation: Prepare and type various correspondence and documents, ensuring high quality standards. This includes proofreading and editing materials for grammar, punctuation, and spelling, drafting routine correspondence, and compiling and distributing necessary reports and other information.
• Scheduling & Event Coordination: Maintain calendars and schedules for assigned staff, scheduling appointments and meetings efficiently. Assist in the comprehensive preparation for conferences, seminars, and other department-sponsored programs or events, including receiving, recording, and preparing related materials.
• Operational & Administrative Flow: Facilitate routine administrative processes by preparing, routing, and tracking forms and documents. Monitor their progress for required authorizations and final receipt, communicating with other hospital departments to proactively resolve any delays, problems, or errors. Perform general clerical duties such as mail handling, material delivery, photocopying, sorting, and distributing documents.
• Patient Record & Referral Support: Update patient demographic and insurance information, obtain specialist referrals for appointments, and schedule patient appointments using established tools. Coordinate ancillary appointments and procedures with other hospital staff, prepare and maintain patient records for clinical activities, and assist licensed practitioners with prescription renewal processes.

The Must-Haves
• Background: This is an entry-level administrative assistant position requiring a High School diploma or GED. Candidates should possess core foundational knowledge in administrative support functions, ideally within a setting that involves interaction with diverse populations.
• Experience: Requires 0-1 years of related work experience. Essential experience includes familiarity with computer systems, including web-based applications, and proficiency in specific Microsoft Office applications such as Outlook, Word, Excel, PowerPoint, or Access.
• Skills: Demonstrated ability in accurate message taking and information provision, strong written communication skills for typing and proofreading, and effective organizational skills for scheduling and maintaining records. Possess positive and effective customer service skills, and the capability to handle confidential information appropriately while explaining policies.