Under general supervision, coordinates all operational, administrative and secretarial aspects of an office. Requires discretion and judgment to organize priorities and complete tasks. Reports to the department Administrative Manager and/or Unit Operations Manager. Will manage patient scheduling for interventional procedures and associated imaging in collaboration with physicians to include all aspects of anesthesia scheduling.
Education
High School Diploma or Equivalent required
Can this role accept experience in lieu of a degree?
Yes Experience
office experience 2-4 years required
Knowledge, Skills and Abilities
- May include duties and responsibilities of the Clerk, Office Assistant and Administrative Staff Assistant, Level I.
- Maintains the Interventional Radiology Patient Schedule. Duties include Scheduling, rescheduling, and cancelling all procedures in Interventional Radiology through Epic.
- Manage Procedure slots to include holding, blocking, and unblocking the schedule.
- Understands and coordinates all procedures in accordance with the department's scheduling template.
- Maintains the Epic work-queue ensuring that all procedures are scheduled in a timely manner.
- Schedule and coordinate Interventional Anesthesia cases.
- Duties may also include working with the resource team and facilitating the process of putting Inpatients on-call.
- Perform front desk role checking patients in for procedures according to all applicable Hospital Policies and Procedure
- Maintain patient records including scanning in documentation.
- Facilitate communication within department as it pertains to phone calls, messages, pages and triage of information to specific staff members/clinicians and enhancing communication throughout the division.
- Coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals and protocols at the highest level of proficiency.
- Act as an administrative liaison to referring department administrators and clinicians with the highest level of customer service.
- Incorporates data from existing information into spreadsheets/databases in an organized and presentable format. May provide weekly/monthly/yearly reports for various activities.
- Establishes and maintains office systems (i.e. filing systems).
- Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
- Reviews mail, answers when appropriate, and/or forwards to appropriate persons.
- Performs general clerical duties including photocopying, faxing, and filing.
- Assists with the orientation and training of new staff.
- Maintain administrative duties in primary interventional area with flexibility to cover for other Staff Assistants within Interventional Radiology.
- Typing 55 to 65 WPM required.
- Word Processing skills required.
- Knowledge of spreadsheets and database systems.
- Good command of English language.
- Ability to work independently.
- Ability to prioritize work.
- Ability to multi-task
* Responsible for coordinating Interventional Radiology care, including scheduling/Rescheduling, triaging telephone calls.
* Work Que management
* In basket management
* Email management
* Approve Round Trip Transportation using the website Modivcare.
* Documentation in Excel all patients that are scheduling/ taking anti-coagulation medication. This alerts the nursing to call them days prior, to ensure the patient procedure is not cancelled.
* Procedure Scheduling in the Outpatient Surgical Center using Radiant and Optime.
* Following OSC Protocols, working directly with Anesthesia/ Pata nurses to obtain patient information prior to scheduled procedure. Such as coordinating EKG appointments, blood work, and obtaining medical records from outside facilities.
* Assists patients with questions and coordinates necessary resources including transport, interpreters and other services.
* Set up Transportation for patients that are unable to drive to MGH Waltham using Modivcare.
* Attention to details when scheduling procedures and judgement to organize and prioritize and completing tasks.
* Provides patients with clear explanations about appointment requirements, instructions, and clinic policies and procedures.
* In collaboration with NWH, Boston coordinators and Providers to ensure patients are scheduled on time.
* Work directly with Interventional Radiology Supervisor to accommodate procedure add On's & move the patients around to accommodate urgent cases.
* Paying close attention to procedure guidelines and order comments to ensure procedure is scheduled correctly.
* Coordinate appointments with other hospitals such as Salem Hospital, Cooley Dickenson, etc.
The General Hospital Corporation is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
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Massachusetts General Hospital
Apr 17, 2025