Staff Assistant III
Massachusetts General Hospital(MGH)

Job Info

Under the general supervision of the Manager, Administrative Operations and Training, the Staff Assistant provides administrative and clinical support to more than one physician, within an Ambulatory Practice setting. Drawing on a broad understanding of Hospital practices and policies and displaying a high degree of initiative, the incumbent will collaborate closely with departmental leadership to handle a wide range of tasks and responsibilities. Works closely with all physicians, residents, nurses, and other clinical staff members, to ensure the efficient and effective day-to-day functioning of the office within a dynamic, fast-paced environment. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

Must be a high performer capable of consistent quality work with well-developed organizational and communication skills and possess strong computer skills. Works independently, receiving minimal supervision and guidance.

Clinical Support

  • Acts as liaison between the patient and the practice; triages all patient calls to NP, Resident or MD as appropriate
  • Handles high volume of patient calls and resolves all issues using sound judgment
  • Schedules patient appointments using multiple systems or resources
  • Places orders and schedules imaging studies in EPIC, obtaining authorization as required
  • Obtains copies of imaging done at outside facilities and uploads scans to LifeImage
  • Obtains medical records from outside facilities for new patients
  • Provides coverage to other administrative assistants when necessary
  • Is required to provide phone coverage until 5pm
  • Works to ensure HIPAA Confidentiality and Privacy Policies are fully implemented
  • Responds to and resolves all patient issues and complaints
  • Works closely with the clinical staff to determine needs and solve problems.

  • Administrative Support
  • Maintains the calendar of multiple physicians, including updating of all standing meetings, adding and canceling meetings, and keeping records of all meeting requests to ensure all times are correct.
  • Responsible for arranging meetings, conferences and sending out Agendas. Coordinate with MGH catering, Environmental Services, Security, etc., as needed.
  • Process Check Requests and compile Travel Expense Reports to organize for reimbursement.
  • Assist staff as needed with correspondence, fax, email communications, etc.
  • Attends monthly staff meetings
  • Establishes and maintains office systems (i.e. filing systems) and procedures of the department/office for smooth functioning of workflow. Sorts and tracks mail for physicians
  • Typing, faxing, scanning as needed as well as sorting and tracking mail for the MD's
  • Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
  • May assist in the preparation of presentation materials, including, but not limited to graphics, slides, etc.

  • Performs all other duties or special projects that are unit specific and are appropriate to this level of position.

    • Minimum of 5 years of healthcare experience
    • Knowledge of medical terminology
    • Calendar management
    • Must possess excellent interpersonal, communications and problem-solving skills along with excellent attention to detail and follow-through.
    • Team player.
    • Demonstrated ability to multitask and set priorities.
    • Must be able to work independently, exercise discretion and maintain strict confidentiality.
    • Time management skill essential.
    • Must be proficient in Microsoft Office applications, (Word, PowerPoint, Excel)
    • Excellent customer service skills
    • Excellent organizational skills
    • Demonstrated ability to work independently, with limited supervision, resolves issues and prioritizes work.
    • Demonstrated experience to interface with various levels of the practice, especially with the knowledge and issues related to managed care.
    • Is organized, attentive to detail and achieve outcomes with the team
    • Demonstrates effective interpersonal and communication skills.
    • Ability to work well under pressure
    • Demonstrates an understanding of Disaster protocols to include fire, safety, code calls, per the mandatory training, as outlined by MGH and JCAHO guidelines

    Working Conditions: (Describe the conditions in which the work is performed)

    Work is performed in a shared office setting, medical file room and several other areas of the Radiation Oncology department located in different (adjacent) building settings. Requires physical ability to do computer work, lift records (approximately 5-10lbs) and walk distances between functional areas of responsibility.

    EEO Statement
    Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

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