Administrative Assistant

Job description

About MHB and the Position (important – please read!)
MHB was the first center in the US to focus on the special health care needs of men. Today, the mission of MHB is to continue our role as leaders and innovators in the field of men’s health, offering the very best in clinical expertise, education, and research to improve the health and happiness of our patients, and of men and women everywhere.

This position is for a part-time Administrative Assistant. Typical work hours are Tuesday-Friday, 8:00 AM to 4:30 PM. We are seeking a highly efficient and detail-oriented Administrative Assistant. Candidates who have previous experience performing administrative functions in a medical office are desired. Candidates with prior Urology and Cardiology experience are encouraged to apply. It is imperative for the Administrative Assistant to possess a positive attitude at all times. Patients must be greeted and spoken to with a smile. The Administrative Assistant must be aware of all responsibilities assigned to him or her and able to self-start on tasks.

General Summary
The Administrative Assistant at Men's Health Boston-Tewksbury will perform duties supporting the administrative and clinical operations of the practice. The Administrative Assistant is largely responsible for patient care following appointments. The Administrative Assistant answers phones, routes calls appropriately, schedules and manages appointments including appropriate follow-up appointments. The Administrative Assistant also conducts outreach calls on behalf of the clinician, provides excellent customer service in person and on the phone, coordinates documents, scans and tracks documents with sensitive health information and fills out forms.

The Administrative Assistant will cross-cover three areas (check in, check out, and administrative).

Principal Duties and Responsibilities
The Administrative Assistant at Men's Health Boston-Tewksbury is responsible for the following:

• Greeting and checking-in patients, updating demographic and insurance information, verifying and obtaining payments, photocopying insurance cards, providing forms to patients
• Directing patients to appropriate waiting area, monitoring patient flow and addressing patient flow concerns with appropriate staff member
• Acting as liaison with outside doctor offices and hospital to coordinate ancillary tests and outside referrals, preparing, processing and tracking written referrals for specialists
• Calling in, faxing and otherwise sending prescriptions to pharmacies; assisting physicians with hand-written prescriptions, including documentation in patient’s chart
• Managing the prior authorization process for prescriptions, including submitting, tracking, and follow up
• Communicating with patients, pharmacies, and insurance companies as needed
• Answering incoming telephone calls using switchboard console, and providing back-up telephone receptionist duties, assessing type and urgency of phone calls and transferring to appropriate staff member or handling accordingly
• Responsible for ensuring all voicemail and electronic messages regarding prescriptions are addressed by end of day; voicemails should be cleared twice per day
• Preparing and printing patient encounter forms and requisitions for schedules, patient appointments and add-ons
• Performing a variety of clerical duties including typing forms and short letters, sorting and processing mail, copying, faxing, filing, and other routine office functions
• Maintaining established departmental policies and procedures, objectives, quality assurance program, and safety standards
• Other tasks as assigned

Required Skills, Abilities and Competencies

• Must have high-school diploma and completed formal studies from an accredited medical assistant school (either diploma, degree or certified)
• Intermediate understanding and use of medical terminology along with intermediate understanding of insurance types and prior-authorization/appeal processes
• Phone Skills: Ability to use phone system (answer calls, put on hold, transfer, screen), handle complex calls requiring clinical information gathering, triage with detailed, clear, and accurate information
• Verbal Skills: Ability to articulate detailed information regarding the services provided by Men's Health Boston. Administrative Assistants are expected to achieve an advanced level of understanding around the services provided at MHB
• Computer Skills: Intermediate computer skills necessary with the ability to use designated applications. Must be able to enter data quickly and accurately with a strong attention to detail
• Organizational Skills: Ability to manage multiple tasks effectively, follow established protocols, and work within designed systems
• Exceptional customer service and people skills with the ability to stay calm in any situation and recognize when someone (patients or clinicians) are require assistance. Must have a desire to proactively work to resolve any issues that may arise.

Physical Requirements

• Hearing -Adequate to perform job duties in person and over the telephone. Able to use stethoscope and respond to verbal questions.
• Speaking -Must be able to communicate clearly to patients in person and over the telephone.
• Vision -Visual acuity adequate to perform job duties, including visual examination of patient and reading information from printed sources and computer screens.
• Other -Requires frequent lifting and carrying items weighing up to 70 pounds unassisted, including assisting patients when required. Adequate physical ability including sufficient manual dexterity to perform the requisite health care service, including injections. Requires frequent bending, reaching, repetitive hand movements, standing, walking, squatting and sitting, with some heavy lifting, pushing and pulling exerted regularly throughout a regular work shift. Requires exposure to communicable diseases, bodily fluids, medicinal preparations and other conditions common to a clinic environment.

Job Type: Full-time

Pay: $17.00 - $22.00 per hour

Expected hours: 32 hours per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Tuesday-Friday
• No weekends

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Tewksbury, MA 01876 (Required)

Ability to Relocate:

• Tewksbury, MA 01876: Relocate before starting work (Required)

Work Location: In person

Job Types: Full-time, Part-time

Pay: $17.00 - $22.00 per hour

Expected hours: 32 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Morning shift
• No weekends

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Tewksbury, MA 01876 (Required)

Ability to Relocate:

• Tewksbury, MA 01876: Relocate before starting work (Required)

Work Location: In person

Salary : $17 - $22