Admin Assistant-General Surgery (Peabody)

Job Summary: Provides administrative support for the department. Involves extensive interaction with diverse populations including the public, visitors, patients and families, and providers. 

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of this position. 

Primary 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. 

Required 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. 

Competencies: 

Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision. 

Problem Solving: Ability to address problems that are routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements. 

Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager. 

Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers. 

Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers. 

Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations. 

Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members. 

Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations. 

Social/Environmental Requirements: 

Work requires close attention to task for work to be accurately completed. Intermittent breaks during the work day do not compromise the work.