Administrative Assistant with Medical Administration Experience
Resume:
Barbara Malone
Tewksbury, MA 01876
617-***-**** Cell
**********@*****.***
Beth Israel Lahey Health
Vascular Surgery -- 6 West
Burlington, MA 01805
Administrative Coordinator to February 12, 2023 – Present Department Chair – Vascular Surgery
Answers and screens all calls to the Department. Greets and directs patients. Schedule patient appointments with department and other specialty departments. Schedule Ultrasounds, CT Scans, and MRI’s. Types correspondence for patients, doctors. Work with Medical Records Department for patients records. Schedule doctor’s appointments, meetings, maintains calendar for Department Chair. Work with Department doctors regarding their vacation time, conference time, sick, floating, all done in Work Day. Order supplies, memberships, expense reports done in Work Day and for Payroll spreadsheets. Work with payroll for doctor’s weekend stipends, on-call payments, and covering schedule. Maintains Department files, records and databases. Download any disc for patient that is coming in to the Department. Work closely with the International Office for scheduling the Bermuda patient’s that need to come and see our surgeons. Schedule their surgery, pre-op appointments as well as post-op appointments and any others in between that need to be scheduled while the patient is here. Routine maintenance on office equipment, set-up office equipment, requests for repairs. Daily routine of opening mail, sorting mail, copying and distributing documents. Work daily with hospital staff, doctors, schedulers and patients.
Winchester Hospital
Ambulatory Surgery Center
620 Washington Street
Winchester MA
OR Block Time Scheduler March, 2021 – February, 2023 Provides surgical scheduling for the Ambulatory Surgery Center (ASC) and Main hospital, general secretarial and administrative support for Operating Room and Anesthesia. Schedules patient appointments, analyzes block booking data and processes billing of patient charges. Supports the department in various administrative functions. Performs all duties of Administrative Secretary I as needed. Tracks release of allocated block time, cancellation reports, and surgeon utilization reports
(individually and group). Makes recommendations to ACNO of Surgical Services and nursing management for block time review by the OR Committee. Troubleshoots identified scheduling system issues and communicates problems to appropriate management while properly documenting details of the issue, when necessary. Promotes communications and problem solving with physician office staff, members of the health care team and inter-departmentally regarding scheduling of surgical cases. Schedules patients for pre admission testing and schedules anesthesia support for surgical procedures. Schedules necessary equipment for scheduled surgical procedures. Covers for Main Hospital scheduler when need arises. Solicits surgical volume when block time becomes available by contacting surgeon offices in order to maximize the utilization of the available OR time. Winchester Hospital
Ambulatory Surgery Center
620 Washington Street
Winchester MA
Administrative Secretary July, 2019 – March, 2021
Prepares patients charts, ensuring that all necessary forms are available and relevant patient Information is ready for use or review daily. Assembles charts for admissions, transfers, and discharges. Utilizes appropriate computer systems to process physician orders for relevant patient information. Utilizes bed tracking systems to support timely patient flow. Answers telephones, following Lahey Clinic’s established greeting; takes and transmits messages to unit staff. Responds to queries from physicians, nursing staff, and visitors taking care not disclose confidential patient information to unauthorized individuals in accordance with various Lahey policies, outside regulations and laws governing patient confidentiality including but not limited to HIPAA (Health Insurance Portability and Accountability Act). Inventories nursing unit’s office supplies and orders new supplies as needed to maintain standard inventory levels. Stores supplies ensuring that areas are neat and organized. Follows department procedures related to access to non-controlled medications, such as IV solutions and vaccines, when granted access to these medications as part of the job functions. Lahey Health General Internal Medicine
16 Hayden Avenue
Lexington, MA
Medical Secretary April, 2018 – July, 2019
Supports one physician along with other physician’s in the practice by scheduling patient appointments; MRI, Physical Therapy, Consultations, all specialties in the medical field, as well as referrals. Preparing medical reports, patient letters, sorting mail and screening mail, patient histories, maintaining office files and electronic patient records. Correspondence to insurance companies, patient’s, workmen’s compensation claims. Setting up PT-1 forms for transportation, assisting patient’s with handicap placard forms. Working with group homes along with nursing homes for the needs of our patient’s.
Lahey Health Behavioral Services,
Transitions Department
Tewksbury, MA
Case Manager May, 2017 – April, 2018
Participates in assessment and evaluation services, aids in formulating effective treatment plans, discharge planning and assists in conducting individual and/or group, family substance abuse counseling and case management services in a residential transitional care facility. Lahey Health Behavioral Services,
Transitions Department
Tewksbury, MA
Recovery Specialist December, 2015 – May,. 2017
Primary responsibilities include ensuring the safety and structure of the program by monitoring client activities, coordinating the schedule for groups, meal breaks, and meetings, and assisting clients with their personal needs; pre-screen incoming clients; facilitate groups, daily communication log. Harvard Vanguard Medical Associates
Pediatrics
20 Wall Street
Burlington MA 01803
Medical Secretary I November, 2012 – October, 2015 Under minimal supervision, provides support within the Department of Pediatrics with primary responsibility answering telephones, scheduling and managing appointments including appropriate follow-up appointments, and conducting outreach calls on behalf of the clinicians. Customer service with the patient / clinician relationship. Works to improve clinical operations through coordination of contact between team clinicians, patients and referrals outside the unit. Reports to the Clinical Practice Supervisor. Produces ER/ED reports from multiple hospitals affiliated with HVMA. Also work close with Nurse Managers and LPN’s in Department.
Winchester Hospital
Highland Avenue
Winchester, MA
Radiology Transcriptionist July, 2010 – December, 2014 Home based transcriptionist for radiology. Transcribe through direct link to the Winchester Hospital through telephone and computer software. Transcribe all radiology reports; ultrasounds, CT Scans, mammograms, stereotactic biopsies. Proofreading radiology reports, editing radiology reports, producing legal documents for patient’s files. Transcribe for many Radiologists. ConforMIS, Inc.
CAD & Imaging Department
2 Fourth Avenue
Burlington, MA 01803
Administrative Assistant September, 2008 – July, 2010 Download CD’s of MRI and CT images for CAD engineers on PACS (Picture Archiving and Communications System); manipulate the PACS system and maintain Patient records on PACS; Set-up validation of clinics so MRI and CT exams can be performed using ConforMIS protocols. Set-up patient accounts on Oracle ERP Systems Release 12; Oracle’s Business Intelligence – Answers and Publisher; Manage daily and weekly Excel spreadsheets for multiple reports; File Maker Pro database. On-line Federal Express shipping and delivery access.
Tufts University, Medford, MA
Department of Romance Languages
Packard Avenue
Medford, MA 02155
Administrative Assistant March, 2006 – September, 2008 Support the Department Chair, Deputy Chair and Department Administrator. Schedule undergraduate and graduate classes for the Department. Edit and produce Department brochure and course catalog. Coordinate lectures/events for Department faculty. Make arrangements for guest speakers. Manage guest lists, invitations, fliers, newspaper advertisements, hotel arrangements, catering needs, audio visual requests. Acquire the proper requisitions for each event. Submit receipts and expenses for each lecture and guest speaker. Maintain office supplies and machinery for Department. Process faculty evaluations and statistical reports for evaluations. Supervise six student workers along with payroll for said workers. Winchester Hospital
Highland Avenue
Winchester, MA
Radiology Transcriptionist December, 2000 – July, 2007 Home based transcriptionist for radiology. Transcribe through direct link to the Winchester Hospital through telephone and modem. Transcribe all radiology reports, ultrasounds, Cat Scans, mammograms, pathology reports, stereo tactic biopsies. Transcribe for many Radiologists. Cambridge Health Alliance/Cambridge and Somerville Hospitals Cambridge, MA
Clinical Assistant Pediatrics October, 1997 – November, 2000 Patient Access Representative II
Pediatrics unit at the Cambridge and Somerville Hospitals and East Somerville Health Clinic. Work closely with doctor on-call over the weekend and Doctors at the Clinic. Registered patients; updated patient charts, vital signs, blood work, making appointments with other Specialists. Handling co-payments and working closely with the Emergency Room. Rotating shifts, every-other weekend and holidays. Triage patients, schedule appointments on MediTech software, billing reports, input of lab reports and requests, process specimens, process insurance referrals and insurance verifications, update immunization records, close patient contact.
COMPUTER SKILLS:
Epic, MediTech, Citrix, Windows all versions, Microsoft Word, Workday, Outlook, Power Point, Web Research, Event Management, PACS (Picture Archiving and Communications System). EDUCATION:
Middlesex Community College, Bedford, MA
A Graduate of the Alcohol and Substance Abuse Counseling Certificate Program, 2015 – 2016 Middlesex Community College – Liberal Studies Associate Degree, June, 2017 Human Services Associate Degree, June 2017
Health Care Management, Associate’s Degree, September, 2019
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