Office Assistant for Hearing Aid Center

About the role

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. Office Assistant role in the Hearing Aid Center at Lahey Clinic.

Responsibilities

• Daily financial transactions – manage quickbooks, make deposit with cashier
• Monthly financial reports for both Peabody and Burlington
• Answer phones and complete scheduling for hearing aid center
• Serve as front desk, welcome patients, check them in
• Provide information on our hearing aid services to walk-ins and cold calls
• Work in collaboration with audiologists for appropriate triaging and scheduling of patients
• Administer administrative duties as needed for department including mailings, making copies, etc.
• Act as contact for vendors, accounts payable and accounts receivable
• Support access center when needed for scheduling audiology appointments
• Verify insurance hearing aid benefit as needed

Job Description

Provides administrative support to clinical practices and providers in their clinical practice, academic, research and administrative roles. Facilitates patient care through patient communication and scheduling.

Primary Responsibilities

• Answers and screens telephone calls
• Takes accurate messages or directs the call to the appropriate person
• Greets and directs patients, families, visitors, and staff
• Responds to requests in a timely manner and provides clear, accurate information within the 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
• Collaborates with other hospital staff to coordinate and communicate ancillary appointments and procedures
• 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
• Schedules and forwards all billing fee tickets according to the 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 other documents
• Transcribes letters and patient notes as needed for physicians and facilitates in clinical computer systems
• Prepares and distributes routine reports
• Assists and supports licensed practitioners by queuing prescriptions for renewal
• Organizes and maintains files of correspondence and records
• Follows up on pending matters
• Recommends changes in office processes and procedures to improve efficiency and service
• Maintains standard office equipment and supply inventory

Required Qualifications

• High School diploma or GED required
• 0-1 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

Competencies

• 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 routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements.
• 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.

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 Requirements

• 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. This job requires constant sitting, Keyboard use, Endurance-working up to 3-4 hours without a break, frequent Power Grasping using one hand. There may be occasional Fine Manipulation using one hand.

Pay Range

$20.50 - $27.59