Administrative Assistant II - Hematology (Hybrid)

Overview:

The mission of the Hematology Division of Brigham and Women's Hospital (BWH) is to provide advanced clinical care, teaching, and research in hematology. As part of the multidisciplinary Dana-Farber Brigham Cancer Center, we are one of the largest centers for adults with blood and bone marrow diseases in the world with more than 20 clinical hematology specialists, nurse practitioners and social workers, providing comprehensive, personalized care to our patients.

Under the direction and supervision of the Administrative Manager, the administrative staff functions as the overall resource for clinicians and nurse practitioners, providing clerical and scheduling support, and acts as the primary interface between the patient and the provider.

Administrative staff maintains a hybrid work schedule (3 days on-site, 2 days remote), Monday through Friday.

General 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, blood draws, treatments, imaging, biopsies, etc.)
• Serves as primary coordinator of the Division's E-Consult program, which includes monitoring referrals, scheduling provider visits, and arranging IV iron infusions across multiple clinic locations.
• Manages providers' clinic schedules, closures, and rescheduling.
• Answers and triages incoming telephone calls in a professional and courteous manner, forwarding appropriate messages and making proper referrals.
• Submits and tracks prior authorizations.
• 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.
• Prepares travel and expense reimbursements, check requests, and assists with processing invoices.
• Coordinates scheduling of Medical Students, Residents, Fellows, and other trainees with Hematology Attendings during clinic.
• Serves as back up for UKG Timekeeping.
• 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 medical office or administrative support experience required.
• High school diploma or GED. 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, co-workers, and other clinical staff.
• Experience with Microsoft Office suite (Outlook, Word, Excel, PowerPoint), copiers, faxes, and printers.