Brigham and Women’s Hospital is dedicated to:
- serving the needs of our local and global community
- providing the highest quality health care to patients and their families
- expanding the boundaries of medicine through research
- educating the next generation of health care professional
Every employee plays an important role in providing a positive impact on the organization and the people we serve. Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance.
All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:
People: Focus on serving the community through collaboration and respect
Self Management: Accountability, professionalism and commitment to growth and development
Organization: A commitment to quality, service and exceptional performance
Meeting these expectations is key to the success of your department and the organization.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
This position entails providing support to the Division Chief and Administrative Director of the Division of Surgical Oncology. The position provides comprehensive project coordination and support in areas, including, but not limited to clinical/surgical scheduling for the chief; calendar and meeting facilitation; divisional project support; domestic and international travel coordination/travel expenses, visiting professor lectures and other duties.
Performs duties under moderate supervision with intermediate to advanced proficiency in administrative skills and prepares requested materials with less direction and more applicable knowledge of the process.
1. Calendar & Meeting Facilitation (15%)
a. Maintains physician’s calendar – facilitating meeting planning and scheduling
b. Plans, manages, and facilitates meetings, seminars, and conferences. Specific responsibilities include:
i. Obtaining and organizing planning information
ii. Receiving appropriate approvals
iii. Reserving location(s) and ordering A/V, food services, etc.
iv. Preparing agendas, schedules, syllabi, and/or teaching materials
v. Coordinating attendance and communication
vi. Managing other items, including budgets, as necessary
2. Executive Support (15%)
i. Answers, screens and routes telephone calls in a timely manner
ii. Communicates with Division and Departmental leadership under the direction of the Division Chief and Administrative Director
iii. Greets and directs and escort visitors
iv. Domestic and International Travel Coordination
1. Prepares domestic and international travel arrangements as requested
2. Corresponds with sponsoring institutions and societies
3. Prepares itineraries
v. Divisional MD Recruitment Candidate Interview and Selection Committee Coordination
vi. Coordinate Divisional-related events, including dinners and holiday party.
vii. Responds to requests for routine information or assistance within scope of knowledge
viii. Composes routine and advanced correspondence
ix. Completes standardized and non-standardized forms
x. Maintains files and confidential record keeping systems
xi. Opens and sorts mail
xii. Photocopies, sorts, collates and distributes documents, as required.
3. Clinical and Surgical Support (35%)
i. Support the Division Chief’s clinical practice
ii. Answer patient phone calls and triage appropriately
iii. Scheduling
1. Schedules and confirms patient appointments using appropriate information systems
2. Request appropriate records, pathology and other pertinent information necessary for the visit
3. Review insurance details, follow insurance guidelines, requests referrals in advance of appointment, enter documentation into the system,
4. Schedules and confirms patient surgeries using appropriate information systems
iv. Clinic
1. Oversees scanning/maintenance of electronic medical records in BWH’s Epic system
2. Prepares for weekly clinics by organizing clinic medical record needs in line with physician preferences
3. Proactively works with clinic staff to ensure they have sufficient information for patient appointments and visits
4. Engages with other departments/hospitals to coordinate services, as needed
v. Finance & Billing
1. Obtains, verifies, records and processes required patient demographics, referrals, authorizations, and insurance/payment information
2. Serve as liaison to BWH billing vendor and insurance companies – efficiently and effectively addressing billing questions/issues as they arise
vi. Book surgeries and any ancillary clinical appointments
vii. Work closely with the Physician Assistant to coordinate paperwork, letters, and other patient correspondence
viii. Provide cross coverage as needed.
4. Project Support (20%)
i. Provides project support on new and on-going initiatives within the division
ii. Maintains confidentiality of information that is sensitive in nature while ensuring that project goals are achieved
iii. Manages the day-to-day operational aspects of the scope of the project
iv. Takes ownership of projects under the direction of the Division Chief and Administrative Director
v. Makes decisions and executes on project assignments based on knowledge of practice operations and through research and collaboration
5. Visiting Professor (VP) Lectures (10%)
i. Coordinate with Administrative Director and Division Chief for annual lecture dates and speakers
ii. Coordinate collection of documents and necessary items with the Dept of Surgery coordinator
iii. Create itineraries outlining all events/meetings while VP is onsite at BHW
iv. Coordinate group and 1:1 meetings with faculty for VP to meet with during their time at BWH
v. Coordinate group dinner during VP visit
vi. Hotel arrangements for VP
vii. Escort visitor to various meetings while onsite at BWH
viii. Finalize reimbursements (including but not limited to airfare, transportation, food, hotel, etc.)
6. Divisional & Other Duties (5%)
i. Attends team meetings as required and contributes in a positive manner
ii. Supports Division initiatives as they are implemented
iii. Seeks out improvement opportunities within practice and throughout Division
iv. Assist with administrative elements related to fellowship programs within the Division as needed
v. Assist with coordinating POI staff and observer onboarding/off-boarding as needed
vi. Assist divisional faculty with Harvard Faculty Appointments and Promotions
vii. Performs other duties as assigned
Addendum C:
Physical/Working Conditions
General Office Work Environment – may require sitting for long periods of time, walking long distances, etc. Occasional carrying boxes and supplies – no more than 25 pounds.