Administrative Assistant, Internal Medicine

About the Role

The Administrative Assistant will support the Internal Medicine Department at The Lahey Clinic. This is a fully onsite position in Burlington, MA, Monday through Friday, 8 am-5 pm, with a 1-hour break for lunch.

Key Responsibilities

• Answers and screens telephone calls, takes accurate messages, and directs calls to the appropriate person.
• Greets and directs patients/families, visitors, and staff.
• Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
• Types and prepares correspondence and documents according to quality standards.
• Proofreads and edits materials for grammar, punctuation, and spelling.
• Drafts routine correspondence.
• Compiles and distributes reports and other information as needed.
• Schedules appointments and meetings and maintains calendars and schedules for assigned staff.
• Assists in the preparation for conferences, seminars, and other department-sponsored programs or events.
• Receives, records, and prepares related materials.
• Performs other related duties as assigned.
• Provides positive and effective customer service that supports the operations of the department and medical center.
• Prepares, routes, and tracks routine administrative forms and documents.
• Routes materials for required authorizations and monitors receipt by final destination.
• Communicates with other hospital departments to resolve delays, problems, and errors.
• Performs routine clerical duties such as opening and sorting mail, delivering and retrieving records and materials, photocopying, sorting, collating, and distributing documents.
• Organizes and maintains department files, records, and databases following established procedures.
• Enters information from source documents into databases and/or spreadsheets.
• Updates patient demographic and insurance information as necessary.
• Obtains specialist referrals for all patient appointments.
• Schedules patient appointments utilizing scheduling tools and resources.
• Coordinates and communicates ancillary appointments and procedures, working with other hospital staff as needed.
• Obtains patient information and materials as needed from referral sources.
• Prepares patient records for clinical activities and maintains patient records for physicians.
• Acts as a liaison with other departments and external customers in a calm and supportive manner.
• Handles confidential information appropriately and explains policies and procedures when necessary.
• Actively assists and supports licensed practitioners by queuing prescriptions for renewal.

Requirements & Tech Stack

• Computer systems required, including web-based applications and some Microsoft Office applications (Outlook, Word, Excel, PowerPoint, or Access).

Qualifications

• High School diploma or GED required.
• 0-1 years related work experience required.

Work Environment & Sensory Requirements

• Work requires close attention to task for accurate completion.
• Work routine is fairly consistent, but employee needs to use judgment to respond to events several times a week.
• No substantial exposure to adverse environmental conditions.
• Sensory: Close work (paperwork, visual examination), Monitor Use, Visual monotony, Visual clarity <3 feet, Conversation, Telephone.

Physical Requirements

• Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time. Walking and standing are required only occasionally.
• Requires constant sitting, Keyboard use, Endurance (working up to 3-4 hours without a break), frequent Power Grasping using one hand.
• May include occasional Fine Manipulation using one hand.

Compensation

• Hourly wage range: $20.50 - $27.59

Additional Information

• All staff are required to be vaccinated against influenza (flu) as a condition of employment.