Physician Administrative Assistant

• 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. 

• Schedules surgical procedures, maximally utilizing block times, requesting any special equipment required for procedures. Schedules preoperative appointment including pre-operative testing and anesthesia consultation; schedules postoperative appointments. Notifies patients via letter and telephone of time, place, date, procedures for preoperative testing and surgical procedure. Pre-certify surgeries and tests as well as verifying insurance information. 

• Supports practice management by answering, screening and processing the high volume of incoming practice calls in a professional manner as needed, utilizing and adhering to the BIDMC guidelines for triaging calls. Ask appropriate questions and use independent judgment within scope of knowledge and authority to determine the type of appointment needed and the urgency and resolution of call.  Calls may be routine, complex or urgent from a diverse population, including patients, family members, internal and external healthcare providers, staff and others.    

• Record and forward accurate and appropriate 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 in an efficient and professional manner. 

• Type correspondence, reports, transcribe letters and patient notes as needed for physicians and/or facilitate notes and letters in CCC system.  Compose routine correspondence. 

• Manages correspondence, reports, fax, copying, billing, referrals, attorney letters, disability forms, requisitions and other documentation for physician. 

• Organize and maintain administrative files of correspondence, records, etc. and follow up on pending matters.  

• Exhibits excellent customer service and telephone etiquette in all interactions, including, but not limited to: utilizing strong and active listening skills and strong oral and written communication skills; deescalating difficult calls; effectively following all telephone protocols. 

• Communicates regularly with patients, employees, other hospital personnel; interacts with others to gather and disseminate information. 

• Handle confidential and non-routine information and explain policies when necessary.  Compile patient material as needed by requesting from physician offices and other medical institutions. 

• Interact with others to gather or disseminate information, maintaining confidentiality as appropriate. Independently research and follow through on a wide variety of information requests, paying close attention to detail. 

• Act as a department resource to others for information and training.  Facilitate problem solving, providing appropriate direction to others. 

• Recommend changes in office practices and procedures to improve efficiency and service, i.e. filing system and organization of work. 

• Complete sick certificates/disability or other forms requested by patients and authorized by physician. 

• Call in prescription to pharmacy for patients as directed by physician. 

• Provide assistance to center as needed including providing back-up for center patient care coordinators.  Perform other requested duties and projects as required and within scope of skill and competency. 

• Travel-Periodic travel for the purpose of outreach, marketing, and assisting with clinics at off-site affiliate locations is required. 

• Employee maintains competencies (position specific and hospital-wide) required for the specific patient population served. 

• Perform all duties in accordance with safety and other laws, rules and regulations as set forth by appropriate regulatory and government agencies and in accordance with established department and hospital policies and procedures. 

• May be required to perform similar or related duties reflective of the level of experience as may be necessary on an emergency, temporary or limited basis or as designated by the physician, Director, Ops Manager or their designee. 

The nature of the tasks/responsibilities, required of employees in this position will likely expose them to blood and body fluids. Employees will be oriented to and required to understand and follow universal precautions for infection control.

Minimum Qualifications: 

Education:    Associated degree or an equivalent combination of training and experience with a High school diploma/GED, is necessary; knowledge of medical terminology. 

Experience:    

• Three years of experience in a healthcare environment preferred.  

• Experience working with patient records, billing and scheduling/registration in a clinical setting is needed for this position.  

• Word processing skills and familiarity with Microsoft Office applications and Outlook is necessary.  

Skills:    

• Ability to input data into the computer, and analyze data as requested.  

• Demonstrates skill in service excellence including active listening, problem solving, and the ability to remain calm in any emotional or stressful situation.

• Demonstrates attention to detail, strong organizational skills with ability to prioritize multiple tasks and to work independently.  

• Able to communicate providing verbal feedback in a professional manner.  

• Must be able to follow directions.  

• Must be adaptable and flexible in dealing with a variety of people.  

• Personal maturity is an important attribute.