Administrative Assistant II

JOB SPECIFIC DUTIES AND RESPONSIBILITIES:

• Performs administrative duties under minimal supervision at the highest proficiency level.
• Handles all aspects of patient appointment scheduling for Dana Farber Cancer Institute (DFCI) / Faulkner Hospital / BWH Hematology patients (i.e.: provider visits, labs, infusions, imaging, biopsies, etc.).
• Serves as the primary Administrative Assistant responsible for the coordination of the Division's E-Consult referrals, which includes monitoring referral requests, and scheduling appropriate appointments.
• Manages provider's clinic schedules, closures, and rescheduling.
• Ensures lab tests are scheduled and ordered appropriately; coordinates the retrieval of tests results and acts as point-person for patient testing logistics.
• Submits and tracks prior authorizations.
• Answers and triages incoming telephone calls in a professional and courteous manner, forwarding appropriate messages and making proper referrals.
• Drafts, proofreads, and sends out appointment reminder letters, provider notes, emails, patient portal message, and other written correspondence on behalf of providers; responds to routine requests for letters, forms and other information from patients and referring providers.
• Follows HIPAA guidelines for the management of patient privacy and confidentiality.
• Performs routine office tasks, such as telephone coverage, filing, sending and receiving faxes, ordering office supplies, sorting mail, etc.
• Provides cross coverage as needed and performs other tasks as requested.

QUALIFICATIONS:

• Minimum 2 years of comparable level administrative support experience required.
• High school diploma or GED required, Bachelor's degree is preferred, or equivalent work experience.

SKILLS / ABILITIES / COMPETENCIES REQUIRED:

• Excellent verbal and written skills to communicate effectively with physicians, nurse practitioners, administrators, employees and patients.
• Excellent organizational skills to manage multiple tasks simultaneously, set priorities, and meet deadlines.
• Excellent analytical skills to independently problem-solve within hospital and group policies and procedures.
• Ability to work well under pressure and handle sensitive information and situations with poise and professionalism.
• Ability to interact well with others, including patients, physicians, nurse practitioners and co-workers, and other clinical staff.
• Experience with Microsoft Office suite (Outlook, Word, Excel, PowerPoint), copier, fax, and printers.