Job Description

Administrative Staff Assistant - (3241318)


GENERAL SUMMARY/ OVERVIEW STATEMENT: The Administrative Staff Assistant position offers exposure to the clinical and administrative aspects of the Orthopedic Surgery Department. This position offers terrific opportunities to work with expert Orthopaedics surgeons, help to manage a surgeons practice, and assist with a variety of department/leadership administrative tasks and projects. Working under general supervision from the Administrative Manager, the Administrative Staff Assistant will provide administrative support to the Executive Vice Chair of Orthopaedics. The Admin Staff Assistant will be responsible for the management of all clinical and administrative tasks of their practice, as well as supporting clinical operations within the practice. In addition, the Admin Staff Assistant will provide back-up support to the Chairman of Orthopaedics, Spine Surgical Service, and other Department Leadership as directed. The Admin Staff Assistant will be expected to function with minimal supervision in a fast-paced surgical clinic.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Clinical Support Responsibilities

• Perform all tasks associated with scheduling of surgeries ensuring pre-operative requirements are completed in a timely manner
• Collaborate with other pre-op providers to ensure all tests are performed for surgical clearance
• Facilitate the collection of pre-operative and post-operative data for quality assurance purposes
• Schedule patient appointments ensuring clinic schedules are full and meet scheduling guidelines as outlined by surgeon and advanced practitioners (i.e. NP/PA)
• Responsible for ensuring that patients, families, and caregivers understand information given to them with respect to surgical procedures, tests, & instructions
• Responsible for identifying when patients require additional education, and follow-up with provider/manager, as need, to ensure patient needs are met
• Respond to all tasks associated with patient management in a timely fashion, including in-basket management for the providers. Triage messages to the right provider in the right time
• Manage surgeons OR block time, ensuring all time is filled with the appropriate patients.
• Release OR time within expected timeframes to avoid penalty
• Monitor OR schedule, identifying trends when they arise. Meet with surgeon periodically to review trends and suggest changes to OR block time/schedule to address trends
• Monitor OR availability across all locations, grabbing time as needed to to schedule patients as quickly as possible based on surgeon availability
• Monitor clinic schedules to facilitate efficient clinics. Meet with providers regularly and recommend change to clinic templates to maximize access
• Manage phone lines, returning calling and responding to patient request in a timely manner
• Manage Microsoft calendar of providers ensuring all direct, and non-direct, patient care activities are accounted for and not in conflict
• Always provide superior customer service to patients, understanding that patient experience and is of the utmost importance
• Attend staff meetings as required
• Actively support, and lead, operational initiatives and changes within the Department
• Comply with all internal & external regulatory requirements
• Comply with the Orthopedic Services policies & procedures

Administrative Support Responsibilities

• Perform all administrative tasks (i.e. meeting coordination/scheduling, outlook calendar management, etc\xe2\x80\xa6) for Vice Chair of Orthopaedics. This will include activities related to the Harvard Combine Orthopaedic Residency Program
• Prepare agendas and meeting materials (i.e. slide decks) as directed
• Assist with meeting minutes as directed
• Coordinate and schedule Department meetings as requested.
• Set up and maintain files of administrative correspondence, reports and records.
• Maintain Department distribution lists for all role groups.

Back-up Coverage and Miscellaneous Projects

• Cross-cover the surgical scheduling needs of other providers across the Department, as needed/assigned by Administrative Manager
• Assist with training of new administrative staff as directed by the Administrative Manager
• Work with Department Leadership on a variety of projects that support Department initiatives

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

• Professional knowledge: Knowledge regarding surgical scheduling process, including insurance/authorization process and workers compensation process.

• Work Output: Exceptional attention to detail.

• Leadership/Professionalism: Demonstrate integrity, accountability and self-reflective skills. Self-regulate communication and emotion, especially during stressful situations. Consistently represent the Department in a positive light. Demonstrate a positive attitude and treat colleagues and patients with courteousness and respect.

• Interpersonal/communication: Effective interpersonal/communications skills and ability to communicate with a variety of healthcare professionals as well as a diverse patient population. Communication includes both oral (in-person and telephone) and written form.

• Collaboration: Ability to effectively collaborate across multiple role groups/disciplines to meet patient needs in a timely manner.

• Time Management: Exceptional organizational skills and ability to organize time and priorities effectively.

• Information Systems/Technology Skills: Knowledge of Epic, Microsoft Outlook and Word. Knowledge of Excel (spreadsheets) and PowerPoint (presentations) is strongly preferred

EDUCATION:

• High School Diploma or GED required. Associates Degree preferred.

EXPERIENCE:

• Minimum of 5 years related experience in ambulatory surgery
• Clinical understanding of surgical scheduling required
• Experience with Epic strongly preferred
• Experience managing calendars, scheduling/organizing meetings strongly preferred

WORKING CONDITIONS: The qualified candidate will work primarily at a workstation within an office environment. The position is based in Boston. A hybrid schedule (1-2 days remote) could be considered based on performance/output

EEO Statement

Massachusetts General Hospital is an Affirmative Action 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.


Primary Location MA-Boston-MGH Main Campus
Work Locations MGH Main Campus 55 Fruit Street Boston 02114
Job Administrative Support
Organization Massachusetts General Hospital(MGH)
Schedule Full-time
Standard Hours 40
Shift Day Job
Employee Status Regular
Recruiting Department MGH Orthopaedics
Job Posting Apr 18, 2023