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Administrative Assistant

Belmont, MA 02478

Posted: 01/30/2023 Employment Type: Contract To Hire Job Category: Administrative Job Number: 538666 Is job remote?: No Country: United States

Job Description

Administrative Assistant
Temp/Temp to Hire/Direct Hire
Pay Range: 
Belmont, MA
Must Haves
  • Associate's Degree or commensurate experience
  • 3-5 years experience in a medical setting
  • Knowledge of medical terminology
  • Proficient with Microsoft Office Suite Programs
  • Prior experience working in a medical office/medical practice
Job Summary/Description:
The departmental secretary coordinates and supports the administrative and clinical functions of the combined Neurology and Internal medicine departments.
This position requires;
  • Someone who can work in a fast-paced environment
  • Has good interpersonal and reception skills to effectively interact with patients, physicians, a wide array of other hospital staff and consumers
  • Can multi-task; has accurate administrative and computer skills; and has perseverance to follow through on complex scheduling and other administrative tasks.
Patient Intake, Registration, and Scheduling 60%
  • Answer and triage phone calls from a variety of internal and external consumers.
  • Register ambulatory patients in the computer systems.
  • This includes obtaining new and/or updating existing patient demographic/insurance information.
  • Schedule ambulatory appointments for Internal Medicine, Neurology, EEG and EKG in a timely and efficient manner.
  • Patients may reside on the hospital grounds or in the community.
  • Given the nature of the practice this requires knowledge of the two hospital's scheduling systems and each clinics specific requirements.
  • Coordinate and schedule new patient physicals for all programs, patients and assorted hospital research studies.
  • Collect co-pays from patients as appropriate. Obtain approval/authorization for neuro-imaging studies.
  • This includes knowledge of the application for authorization with the major insurance companies.
  • Oversee twice-weekly call-in times for Chief of Neurology.
  • Educate and register patients concerning the patient portal an online source of test results and physician communications.
  • Asses all patients for fall risks prior to any and all visits.
  • Coordinate referrals sent via our database of referrals into and out of a practice.
  • Coordinate PT1 travel forms for patients.
Operations 30%
  • Coordinate and schedule a limited number of exam rooms in a busy practice.
  • Ensure all office environments are safe and clean.
  • Orient rotating residents every 30 days.
  • Oversee activities and help prioritize consultations.
  • Order keys and IDs for staff.
  • Review content of consultations to ensure it meets billing requirements.
  • Schedule vacation and holiday coverage for MDs.
  • Provide administrative support including correspondence, lecture presentation, community education and campus activities.
  • Fellowship - oversee all incoming inquiries and annual candidate selection process.
  • Help orient to locale, living arrangements and facilitate as liaison with the credentialing office.
  • Coordinate, collect and submit payroll for Neurology and Internal Med physicians monthly.
  • Submit approved timesheets to manager by the 5th of each month.
  • Oversee office daily operations for both the Neurology and Internal Med clinics.
Medical Records
  • Create new patient medical records for outpatient Neurology, Internal Medicine,
EEG and EKG clients.
  • Update neuro and Internal Med practitioner files.
  • Coordinate medical record releases.
  • File/scan materials in medical records.
  • Encounter Form Management Assist in the preparation of encounter forms for inpatients and outpatients.
  • Coordinate encounter form charges for court-ordered testing.
  • Triage phone calls regarding billing issues.
  • High School diploma and Associates Degree or commensurate experience.
  • 3-5 years experience in a medical setting with office practice experience preferred.
  • Knowledge of medical terminology.
  • Ability to work with consumers with mental illness and developmental disabilities.
  • Excellent computer skills - word processing, spreadsheet, multiple clinical information systems (scheduling, front desk, patient registration) and electronic medical records.
  • Excellent interpersonal skills.
  • Willingness to work in a fast-paced environment, multi-tasking environment with a high degree of accuracy and follow through.
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