Administrative Assistant III - Cutaneous Oncology

About the Role

This role supports a doctor and the Cutaneous Oncology department, a multidisciplinary collaborative program with BIDMC surgeons and DFCI Medical Oncologists. The coordinator will help manage cross-institutional scheduling and a growing volume of referrals as the COP program ramps up. This is a great opportunity for someone looking for more variety and complexity than a typical single-site coordinator role.

Responsibilities

• Provides administrative support to physicians in their clinical, academic, research, and leadership roles.
• Supports a team of Surgical Oncology Surgeons, APP, Nurses, and their patients receiving care within the Cutaneous Oncology Program.
• Works closely with Nurses and other administrative assistants to answer phones, organize testing, obtain referrals, and schedule appointments for clinic and OR.
• Prepares patients for their upcoming appointments or surgeries.
• Supports the various clinics and clinical conferences as needed.
• Cross-covers for other admins to support patients and providers in Surgical Oncology.
• Collects data and prepares drafts of reports on clinic volume and statistics available through CCC, OMR, and other online systems; maintains additional databases as needed.
• Supports non-clinical efforts of the surgical oncology physicians, including administrative and research responsibilities.
• Assists in surgical oncology outreach efforts by providing additional admin support for successful outreach events.
• Answers and screens telephone calls, takes accurate messages, or directs calls to the appropriate person.
• Greets and directs patients, families, visitors, and staff.
• Updates patient demographic and insurance information and obtains specialist referrals for all patient appointments.
• Schedules patient appointments utilizing scheduling tools and resources.
• Coordinates and communicates ancillary appointments and procedures with other hospital staff.
• Obtains patient information and materials from referral sources.
• Prepares and maintains patient records for physicians.
• Acts as a 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 and transcribes letters and patient notes for physicians.
• Facilitates notes and letters in the CCC system.
• Prepares and distributes materials for meetings and committees.
• Actively assists and supports licensed practitioners by queuing prescriptions for renewal and performing initial reviews of medication listings for accuracy in the electronic medical record (Web OMR).

Requirements

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

Competencies

• 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 the immediate work group by offering ideas, identifying issues, and respecting team members.
• Customer Service: Ability to provide a high level of customer service in a professional, service-oriented, respectful manner using skills in active listening and problem-solving. Ability to remain calm in stressful situations.

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, or pulling objects. Sitting most of the time, with walking and standing required only occasionally.

Pay

The pay range for this position is $21.63 - $29.11 per hour. The actual compensation is determined based on several factors, including seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices.

Schedule

Monday-Friday: 8:30 AM - 5:00 PM

Additional Information

Beth Israel Lahey Health requires all staff to be vaccinated against influenza (flu) as a condition of employment.