ADMIN SECRETARY III

Affiliate Name: Brigham & Women's Hospital
Job Category: Administrative/Medical Secretary
Department: BWH ENDOSCOPY
Shift: Days
Hours/Week: 40
Job Type: Regular
Employment Type: Full TimeResponsibilities:
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.
Works directly with the Medical Director of Endoscopy , providing administrative, academic and clinical support. This position will encompass a wide range of responsibilities including, but not limited to: coordinating meetings both in the BWH and Partners network as well as outside the institution; developing and maintaining multi record data base systems; producing complex confidential reports, graphics and textual slides for presentations; coordinating daily schedule ; scheduling clinic and endoscopic patient appointments and completing projects and special assignments as assigned.PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
A. Responsible for carrying out all administrative and academic responsibilities .
1. Maintains the Medical Director's entire academic, administrative, clinical and procedural calendar. Arranges travel and coordinates activities for local, national and international meetings on a computerized system. Handles all reimbursement requests.
2. Complies with HMS requirements for department educational courses. Tracks all Continuing Medical Education credits for physician.
3. Processes high volume of academic and administrative transcription from dictation or hand written material.
4. Assists in preparation and editing of Power Point presentations.
5. Assists in the preparation and submission of various manuscripts.
6. Manage database for all ongoing and completed procedures. Creates and maintains database for all procedures requiring timed follow up (i.e. 3 and 5 years).
7. Assist in preparation and formatting of materials for society and committee meetings.
8. Update CV with all appointments and publications.
9. Assist the Clinical Research Coordinators as needed. May require developing documents required to obtain IRB approval including applications, consent forms, budgets, and worksheets. Also assist in maintaining protocol records, interacting with patients on protocols, scheduling necessary tests and clinical appointments for those patients.
10. Serves as Liaison for new faculty, staff, industry, clinical, procedural and academic related issues.
11. Manage and maintain reference and teaching materials. Catalog and retrieve reference manuals. Should be skilled with reference resources. Maintain current database and be able to use database management programs (i.e. Endnote, Reference Manager).B. Collaborates with GI Division to ensure proper and up to date certifications and authorizations for faculty and visitors.
1. Works with GI Division Credentialing Manager to ensure all visitors to Endoscopy Suite (including but not limited to observers, volunteers and Pharmaceutical Representatives) are appropriately credentialed.
2. Assists in coordination of credentialing process by gathering and submitting data required for renewal of licenses, DEA certification, malpractice, etc. for faculty relative to Endoscpopy Suite
3. Monitors all certifications for faculty relative to Endoscopy Suite. Maintains up to date database, communicating with Medical Director prior to any expirations.
4. Organizes regular CME conferences and other meetings for faculty and staff.C. Provides Secretarial Support for Clinical Practice:
1. Maintains physician's calendars, scheduling meetings and conferences in a timely fashion. Responds to inquiries from physicians, nurses, hospital personnel, patients, medical students, necessitating detailed knowledge of departmental policies and procedures.
2. Answers physician's telephone lines, records detailed messages and requests charts when the physician's response necessitates a review of the record. Acts as liaison between patient and physician, facilitating resolution to questions and concerns.
3. Processes transcription of office visit notes and academic correspondence. Copies same and files in medical records with copies to referring physicians and other appropriate health care personnel.
4. Opens, sorts, dates and answers (when appropriate) mail, assembling background information for physician's review.
4. Develops and maintains filing system, records and log book.
5. Books advanced Endoscopy procedures (some requiring anesthesia) into Dynamic Schedule for physician.
6. Produces complex confidential reports and memorandum. Reviews all incoming documents, memoranda, and the like: interprets materials, summarizing salient points; identifies items requiring further resolution; prepare responses, as appropriate.
7. Maintains effective working relationships with administration, medical staff, and departments necessary to carry out goals/projects of the Medical and Administrative Directors.
8. Maintains a professional image and demeanor to patients, physicians, supervisors and co-workers. Expresses a positive attitude towards work, patients, Endoscopy and BWH.
9. Accepts assignments in accordance with variable needs of Medical Director and Endoscopy.
REQUIREMENTS
QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
1. Bachelors Degree preferred- successful completion of approved secretarial program required.
2. Minimum of five years medical office experience.
3. Superior organizational skills; ability to set priorities and meet deadlines.
4. Interpersonal and verbal skills to courteously and effectively communicate and interact with diverse group of people.SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
1. Superior organizational skills, ability to set priorities and meet deadlines.
2. Superior verbal ability to communicate effectively with applicants, hospital personnel and co-workers.
3. Superior verbal ability to communicate effectively with patients, understanding and responding to highly sensitive, complex and confidential matters.
4. Interpersonal skills to effectively interact with large and diverse group of people.
5. Comprehensive understanding of intra-hospital and departmental policies and procedures.
6. Exceptional judgment to handle routine and emergent administrative and clinical situations, displaying discretion when necessary.
7. Proficient in Power Point and Excel.
8. Knowledge of medical billing and coding preferred .
9. Courteous and effective telephone manner.
10. Initiative and talent for problem solving.
11. Word processing, typing speed of 65-70 wpm; ability to operate all office machines.