Administrative Assistant, Allergy

About the Role

The Administrative Assistant will support the Allergy Department at Lahey Clinic, fully on-site at our Burlington location. The schedule will be Monday through Friday, 8:30am-5pm.

Key Responsibilities

• Answers and screens telephone calls. Takes accurate messages or directs call to 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 preparation for conferences, seminars and other department sponsored programs or events.
• Receives, records and prepares related materials and 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.
• May also update patient demographic and insurance information as necessary and 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 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.

Qualifications

• High School diploma or GED required.
• 0-1 years related work experience required.
• Experience with computer systems required, including web-based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Social/Environmental Requirements

• Work requires close attention to task for work to be accurately completed.
• Work routine is fairly consistent, but employee needs to be able to use judgment to respond to events several times a week.
• No substantial exposure to adverse environmental conditions.

Health Care Status

• Facilitates patient care.

Sensory Requirements

• 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.
• This job requires constant sitting, Keyboard use, Endurance-working up to 3-4 hours without a break, frequent Power Grasping using one hand.
• There may be occasional Fine Manipulation using one hand.