Administrative Assistant II, Ophthalmology

Administrative Assistant II

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives. The Administrative Assistant II will support the Ophthalmology Department at Beth Israel Deaconess Medical Center in Boston, MA. This role is 100% onsite, working Monday through Friday, 8am - 4:30pm. This role has potential for hybrid work in 2026.

Job Description: Provides administrative support to physicians in their clinical practice, academic and research roles.

Essential Responsibilities:

• Answers and screens telephone calls
• Takes accurate messages or directs call to appropriate person
• Greets and directs patients, families, visitors and staff
• Responds to requests in a timely manner and provides clear, accurate information within scope of knowledge and authority
• Updates patient demographic and insurance information as necessary and obtains specialist referrals for all patient appointments
• Schedules patient appointments utilizing scheduling tools and resources
• Coordinates and communicates ancillary appointments and procedures working with other hospital staff as needed
• Obtains patient information and materials as needed from referral sources
• Prepares patient records for clinical activities and maintains patient records for physicians
• Acts as liaison with other departments and external customers in a calm and supportive manner
• Handles confidential information appropriately and explains policies and procedures when necessary
• Collects co-payments from patients at point-of-service
• Coordinates billing tickets for office visits and services following established procedures
• Forwards all billing fee tickets according to protocol to billing staff
• Reconciles collections at the end of the business day per established protocol
• Maintains physicians' clinical and administrative schedules and calendars
• Types correspondence, manuscripts and/or other documents
• Transcribes letters and patient notes as needed for physicians and facilitates in clinical computer systems
• Prepares and distributes routine reports
• Notifies, confirms, and reminds patients of scheduled appointments such as consultation, follow up, or simulation via letters or phone calls
• Obtains authorization for radiologic exams as needed
• Sorts, copies, files and distributes all incoming and outgoing correspondence and mail to the appropriate parties in absence of AAI
• Participates in and is responsible for special projects and process improvement initiatives as requested

Required Qualifications:

• High School diploma or GED required
• Associate's degree preferred
• 1-3 years related work experience required
• Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access

Preferred Qualifications:

• Healthcare experience

Competencies:

• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members
• Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations

Physical Nature of the Job: Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.

Pay Range: $21.00 - $28.26