Physician Administrative Assistant - Weight Management Center

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. This position provides administrative support to physicians in their clinical, academic, and/or leadership roles.

About the role

Performs and oversees various administrative and clinical functions requiring in-depth knowledge of departmental programs and services. Serves as the day-to-day support for physicians, ensuring the highest order of quality and efficiency of physician schedules and integration within the hospital and BILH system. Reports to the Director of Operations for Weight Management Center.

Responsibilities

• Prepare, organize, and maintain patient records for clinical practice activities as well as maintain patient records for the physician.
• Organize and maintain files of correspondence, records, etc., and follow up on pending matters.
• Schedule surgical procedures, maximally utilizing block times, and request any special equipment required for procedures.
• Schedule preoperative appointments including pre-operative testing and anesthesia consultation; schedule postoperative appointments.
• Notify patients via letter and telephone of time, place, date, and procedures for preoperative testing and surgical procedures.
• Pre-certify surgeries and tests as well as verify insurance information.
• Support practice management by answering, screening, and processing high-volume incoming practice calls in a professional manner, adhering to BIDMC guidelines for triaging calls.
• Use independent judgment to determine the type of appointment needed and urgency of call, handling routine, complex, or urgent calls from patients, family members, healthcare providers, staff, and others.
• Record and forward accurate messages to staff and providers; triage calls for urgent information or services.
• Respond to requests for routine information or assistance within scope of knowledge and authority.
• Resolve and respond to provider email requests efficiently and professionally.
• Type correspondence, reports, transcribe letters, and patient notes as needed for physicians and/or facilitate notes and letters in the CCC system.
• Compose routine correspondence.
• Manage correspondence, reports, faxes, copying, billing, referrals, attorney letters, disability forms, requisitions, and other documentation for the physician.
• Exhibit excellent customer service and telephone etiquette, including active listening, strong oral and written communication, and de-escalation of difficult calls.
• Communicate regularly with patients, employees, and other hospital personnel to gather and disseminate information.
• Handle confidential and non-routine information, explaining policies when necessary.
• Compile patient material by requesting records from physician offices and other medical institutions.
• Independently research and follow through on a wide variety of information requests with close attention to detail.
• Act as a department resource for information and training.
• Facilitate problem-solving and provide direction to others.
• Recommend changes in office practices and procedures to improve efficiency and service.
• Complete sick certificates, disability forms, or other forms requested by patients and authorized by the physician.
• Call in prescriptions to pharmacies as directed by the physician.
• Provide assistance to the center as needed, including back-up for center patient care coordinators.
• Perform other requested duties and projects within the scope of skill and competency.
• Periodic travel for outreach, marketing, and assisting with clinics at off-site affiliate locations is required.
• Maintain competencies (position-specific and hospital-wide) required for the specific patient population served.
• Perform all duties in accordance with safety and regulatory laws, rules, and established policies.
• May be required to perform similar or related duties reflective of experience level on an emergency, temporary, or limited basis.
• Follow universal precautions for infection control due to potential exposure to blood and body fluids.

Requirements

• Associate degree or an equivalent combination of training and experience with a high school diploma/GED; knowledge of medical terminology.
• Three years of experience in a healthcare environment preferred.
• Experience working with patient records, billing, and scheduling/registration in a clinical setting.
• Word processing skills and familiarity with Microsoft Office applications and Outlook.

Skills

• Ability to input and analyze data as requested.
• Demonstrated skill in service excellence, including active listening, problem-solving, and remaining calm in emotional or stressful situations.
• Attention to detail, strong organizational skills, and ability to prioritize multiple tasks while working independently.
• Professional verbal and written communication.
• Ability to follow directions and adaptability in dealing with diverse populations.
• Personal maturity.

Pay

The pay range for this position is $20.00 - $26.92 per hour. Actual compensation is determined based on factors such as seniority, education, training, relevant experience, certifications, geography, job responsibilities, and other applicable factors. Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime, and other additional pay practices.