Office Administrative Assistant

Company Description

Fertility Centers of New England is a leading provider of infertility care with a patient-centered approach in Reading, MA. Our Reproductive Endocrinologists and Infertility specialists are nationally recognized leaders in reproductive science. We offer in vitro fertilization (IVF) with some of the best pregnancy rates and competitive pricing in the region to help couples achieve their goal of having a child.

POSITION SUMMARY: A medical office administrative assistant who is responsible for managing the physician's schedule, patient records, and administrative tasks, ensuring smooth communication with patients, hospital affiliations, and other healthcare providers, while also having a strong understanding of surgical procedures and terminology to effectively support the physician.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Patient Scheduling:

• Collect patient demographics, insurance information, and reason for appointment.
• Manage the physician’s appointment calendar, scheduling initial consultations, follow-up visits, surgical scheduling, pre-op, and post-op visits.
• Coordinate with physician to ensure all surgical information has been entered in EMR as required by hospital. Release any block time at hospital not being utilized due to physician's PTO.

Medical Records Management:

• Obtain medical records and imaging prior to scheduled appointment.
• Forward any additional medical records post-appointment to MD for review.

Communication and Coordination:

• Answer phone calls and emails promptly.
• Communicate with patients regarding appointment reminders, rescheduling, and waitlists.
• Prepare and distribute forms and necessary paperwork needed for appointments.
• Obtain a surgical booking slip with procedure and location listed and estimated duration of surgical case.
• Manage a list of patients waiting for surgical scheduling and coordinate with MD on when to schedule.
• Review physician’s orders and relay information to patients as required.
• Communicate relevant patient data to the care team verbally and/or in medical records and maintain patient confidentiality.
• Comply with current OSHA and HIPAA regulations.
• Work scheduled shifts according to the needs of the practice.
• Travel to FCNE office locations as needed.

Skills and Qualifications for a Medical Administrative Assistant:

• Strong understanding of medical terminology related to surgery and anatomy.
• Proficiency in scheduling, data entry, and record keeping.
• Excellent communication and interpersonal skills to interact with patients and healthcare providers.
• Strong organizational and time management abilities to handle multiple tasks efficiently.
• Proficiency in computer applications, i.e., EMR software.
• Attention to detail to ensure accuracy in patient records.
• Ability to work independently and as part of a team.

Qualifications:

• Administrative assistance and clerical skills.
• Phone etiquette and communication skills.
• Experience in executive administrative assistance.
• Patient services experience.
• Strong organizational and time management abilities.
• Attention to detail and ability to multitask.
• Proficiency in Microsoft Office Suite.
• Previous experience in a healthcare setting is a plus.
• Associate's or Bachelor's degree in a related field.