Administrative Assistant

3 weeks ago

Boston, Massachusetts, United States Brigham and Women's Hospital Full time
Job Summary

We are seeking an experienced Administrative Assistant to join our team at Brigham and Women's Hospital. The successful candidate will provide administrative support to our neurosurgery department, ensuring the smooth operation of our clinical and administrative functions.

Key Responsibilities
  • Provide routine and complex administrative support, including typing memos and letters, answering telephones, and taking and distributing messages.
  • Assist with training and orienting staff as needed, and assist with special projects as directed.
  • Perform transcription of dictated physician notes, and assist with the preparation and editing of grant applications and other related materials.
  • Coordinate services for patients, interact with Brigham and Women's Hospital departments, referring clinics, and physicians' offices, and maintain clinical and administrative meetings calendars for physicians.
  • Schedule new and established patient visits in Epic and diagnostic testing as required, and prepare charts for clinic visits, ensuring that the chart is up to date and contains all patient correspondence received prior to the visit, as well as diagnostic results.
  • Notify Operations Manager and/or clinic staff to block off the physician schedule in Epic when the surgeon is out of the office, and inform him/her that the surgeon is out of the office as soon as information is known.
  • Run patient eligibility in Epic prior to clinic to ensure patients have active insurance information on file, and serve as a liaison to insurance companies, providing them with all necessary information to obtain prior authorizations.
  • Complete referral management process in conjunction with Patient Service Center, including reviewing, updating, and completing missing information, and ensure that referrals obtained for all clinic visits are up to date and accurate.
  • Perform demographic and insurance eligibility checks in Epic, Nehen, and Emdeon, review surgical schedule, and work with Billing Manager to ensure charges are going out appropriately.
  • Ensure all physician notes are dictated and final signed within the required time period so billing can go out, and schedule all surgical procedures and Weiner Center pre-operative screening appointments in Epic.
  • Schedule all radiological testing in Percipio and assist with the prior authorization process, and work with clinical team to ensure that patients have all pre-operative educational materials.
  • Develop and maintain accurate and up-to-date electronic files for confidential patient information, correspondence, administrative issues, and research information for articles and papers that are readily available upon request.
  • Provide insurance companies with requested information to complete filings and documentation for motor vehicle, worker's compensation, disability claims, and insurance inquiries pertaining to our services.
  • Review and edit all office notes and transcriptions in Epic, and send all consult correspondence to appropriate referring physicians.
Requirements
  • Bachelor's degree preferred.
  • Knowledge of medical terminology is preferred.
  • Windows, Networking, MS Outlook, MS Word, and MS Excel skills are required.
  • Ability to use discretion in confidential matters, read, write, and articulate in English is required.
  • Knowledge of practice operations and standards, and understanding of procedures including filing, copying, scanning, printing, and faxing are required.
  • Ability to use phone system, handle complex calls, and give detailed information is required.
  • Ability to correspond and communicate with others clearly and effectively in writing, and to take complete and accurate messages is required.
  • Ability to type and enter data effectively, and intermediate level computer skills including the ability to use word processing, spreadsheet, database, and presentation applications are required.
  • Intermediate understanding and use of medical terminology, and intermediate comprehension of billing and fiscal information are required.
  • Knowledgeable and compliant with all hospital, State, and Federal requirements, including policy and procedures with The Joint Commission and HIPAA.
Work Environment

The successful candidate will work in a fast-paced, dynamic environment, providing administrative support to our neurosurgery department. The ideal candidate will be able to work independently, with minimal supervision, and will have excellent communication and organizational skills.

What We Offer

Brigham and Women's Hospital offers a competitive salary and benefits package, as well as opportunities for professional growth and development. We are an equal opportunity employer and welcome applications from diverse candidates.

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