Massachusetts Healthcare Jobs

MassHire JobQuest Logo

Job Information

Beth Israel Lahey Health Administrative Associate (12-hours) -Every Other Sunday in Winchester, Massachusetts

Job Type: Regular

Time Type: Part time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Contributes to the Hospital’s mission by providing clerical support to the patient care units, keeping the patient care team informed by maintaining accurate and timely electronic medical records and acting as the unit coordinator as it pertains to non-clinical issues. This busy administrative support position will have an impact on patient care and patient and family member satisfaction by fielding requests and information to the patient care team and family members, providing the administrative support to ensure expedient patient throughput and acting as a central resource of the patient medical record.

Job Description:


12-hour shift, Every other Sunday (7:00 AM-7:00 PM)


*High School diploma required.

*At least one year of previous work experience in an administrative support role.

*Knowledge of basic medical terminology is preferred.

*Basic computer knowledge.

*Excellent communication and customer service skills.


  • Provides administrative support for the unit andstaff so the patient care team can concentrate on providing superior patient care.

  • Answers the phone for the unit, answering questions,directing calls to other team members and /or taking messages and expedientlypassing on information.

  • Greets patients, visitors, and interdisciplinary staff members. Answers questions, signs forms and/or directs the individual or question as appropriateto ensure efficient unit flow and patient/family member satisfaction.

  • Processes physician and other orders utilizing the electronic medical record. Monitors orders throughout shift and notifies nursing staff promptly of pertinent issues. Questions unclear orders and seeks clarification from the nursing and medical staff.

  • Receives admittance information. Communicates expediently to the nursing staff to start the patient placement process and ensures the room is available for the patient. Assembles a medical chart for the patient.

  • Maintains accurate and complete medical charts for the patients, including the forms necessary for daily use. Copies and faxes paperwork as necessary to expedite the patient care process among the hospital departments and outside sources if appropriate.

  • Pages and contacts physicians for consults. Schedules tests and other diagnostic services with other hospital departments and off-site providers. Arranges ambulances and transport services. Follows through on orders for medical equipment and other non-medication needs.

  • Prepares the patient record for discharge. Reviews the medical record and advises the nursing staff if forms are needed prior to discharge. Disassembles medical chart according to Health Information Management Department standards.

  • Prioritizes functions based on emergency situations.

  • Completes administrative/secretarial tasks in support of the nurse manager and the department, which may include but is not limited to data entry, letter typing, spreadsheet creation, minute taking, and sorting and distributing mail.

  • Files. Ensures the unit has an adequate supply of various required forms.

  • Maintains an adequate inventory of non-medical supplies for the unit. Oversees the office equipment and addresses equipment problems to maximize the unit’s efficiency.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more ( about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled