Staff Assistant, III

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POST DATE 8/23/2016
END DATE 10/18/2016

Massachusetts General Hospital(MGH) Boston, MA

Boston, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)
Associates Degree



The Staff Assistant III, under supervision of the Administrative Manager, coordinates all administrative aspects of the Interventional Pulmonary Procedure Suite. The Staff Assistant III supports 3 physicians within Interventional Pulmonary Practice, and serves as the primary liaison between patients and providers.


Provides support and information to providers to problem solve and manage complex administrative patient issues.

Understands all HMO, Managed Care and other third party insurers. Functions as a resource for patients around managed care plans, insurance and referral issues.

Triages and manages complex telephone calls, utilizing courteous customer service skills.

Maintains confidentiality and privacy, which is consistent with HIPAA guidelines.

Has full knowledge of the Cadence scheduling system.

Schedules clinic appointments, OR and procedural suite appointments and coordinates the scheduling of diagnostic testing.

Orders necessary supplies and equipment through MGHs designated vendors.

Completes purchase order requests for special equipment, supplies and maintenance orders.

Submits travel and expense forms for clinical and non-clinical staff.

Coordinates and tracks referrals for appointments.

Provides cross coverage for other practice staff members for absences, vacations, and during variations in workflow as needed.

Sends clinic notes/procedure reports to referring MDs and PCPs.

Monitosr fax machine and fax items.

Manages and coordinates meetings for Interventional Pulmonary team by coordinating agenda and keeping minutes during team meetings.

Scans documents/images into EPIC and upload imaging disks to the electronic system.

Assists with training and orientation of new staff, when applicable.

Performs all other related tasks which would facilitate the flow of patients through the practice, or which would enhance the quality of service to patients.

Identifies and communicates to the Practices leadership issues of process creating inefficiencies within the operation. Assist in their resolution, working with management for the department as a whole.

Works on special projects as directed.

Schedules multiple appointments using several different systems or resources for Interventional Pulmonary patients

Prepares and mail confirmation letters to patients as needed and makes appointment reminder calls for all Interventional Pulmonary appointments.

Provide administrative support for the physicians and nurse (both clinical and non-clinical) of the program, including but not limited to, triaging phone calls, correspondence distribution, and maintaining calendars.

Works with MGH and BIDMC Interventional Pulmonary Fellowship Directors and staff to help coordinate the fellowship applicant interview process.

Provides direct support to Interventional Pulmonary physicians and nurses for general needs.


Associates Degree in Secretarial Science/Business, or Secretarial Training Certificate Program desirable.

Bachelors Degree in Business or Related Field preferred


Strong computer skills necessary to use appropriate modules of Cadence, electronic medical record modules, Microsoft Word, Excel, and Outlook. Knowledge of Access a plus.

Knowledge and understanding of the MGH Radiology Scheduling System (ROE/LifeImage)

Good command of the English language, including medical terminology

Exceptional organizational skills, flexibility to manage multiple tasks and accurate attention to details.

Ability to work independently or within a team environment.

Excellent and effective interpersonal and communication skills with both staff and patients

Demonstrated ability to work effectively and courteously with various groups of patients, staff and providers.

Demonstrated ability to problem solve and function as a resource to other members of the team, and resolve complex issues on behalf of the providers and the patients.

Demonstrated in-depth understanding of managed care and all other pertinent insurance/medical coverage

Demonstrated knowledge of HIPAA Confidentiality and Privacy Policies

Demonstrated understanding of Disaster protocols to include: fire, safety and code calls, per the mandatory training, as outlined by MGH and JCAHO guidelines

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.