Administrative Associate

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Description:

Winchester Hospital is a 5x Magnet designated, Top Massachusetts recognized 223-bed regional hospital that is the leading provider of comprehensive health care services in the northwest suburban Boston area.

As part of the Patient Care Services team, this position performs the following functions, often simultaneously:

• Provides the administrative support for the unit and staff so the patient care team can concentrate on providing superior patient care.

• Answers the phone for the unit, answering questions, directing calls to other team members and /or taking messages and expediently passing on information.
• Greets patients, visitors, volunteers, clergy and interdisciplinary staff members.  Answers questions, signs forms and/or directs the individual or question as appropriate to ensure efficient unit flow and patient/family member satisfaction.
• Processes physician and other orders utilizing the electronic medical record and manual orders.  Monitors orders throughout shift and notifies nursing staff promptly of stat and other pertinent issues.  Questions unclear orders and seeks clarification from the nursing and medical staff.
• Receives admittance information.  Communicates expediently to the nursing staff to start the patient placement process and ensures the room is available for the patient.  Assembles a medical chart for the patient.
• Maintains accurate and complete medical charts for the patients, including the forms necessary for daily use.  Copies and faxes paperwork as necessary to expedite the patient care process among the hospital departments and outside sources if appropriate.
• Pages and contacts physicians for consults.  Schedules tests and other diagnostic services with other hospital departments and off-site providers.  Arranges ambulances and transport services.  Follows through on orders for medical equipment and other non-medication needs.
• Prepares the patient record for discharge.  Reviews the medical record and advises the nursing staff if forms are needed prior to discharge.  Disassembles medical chart according to Health Information Management Department standards..
• Completes administrative/secretarial tasks in support of the nurse manager and the department, which may include but is not limited to data entry, simple letter typing, simple spreadsheet creation, other typing needs, minute taking, and sorting and triaging mail.
• Files.  Ensures the unit has an adequate supply of various required forms.
• Maintaining an adequate inventory of non-medical supplies for the unit.  Oversees the office equipment and addresses equipment problems timely to maximize the unit’s efficiency.

QUALIFICATIONS

Education:

Required:  High School Diploma or equivalent

Experience:

Preferred:  At least one year of previous work experience in an administrative support role.

Other Skills/Knowledge:

Required:

• Basic computer knowledge.
• Excellent communication and customer service skills.
• For safety and quality reasons, must be able to read, write and communicate effectively in English with patients, visitors and fellow members of the hospital team.

Preferred: Knowledge of basic medical terminology

Founded in 2019, our system brings together academic medical centers and teaching hospitals, community and specialty hospitals, primary and specialty care, behavioral health and home care services, and more than 5,900 physicians and 36,000 employees to care for more than 1.7 million patients in communities across Eastern Massachusetts and Southern New Hampshire. Together, we are changing healthcare for the better.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled