Bwpo Administrative Asst II / 32 Hours / Day / BWH Ob/Gyn

Wentworth-Douglass Hospital Needham , MA 02492

Posted 6 months ago

The BWPO Administrative Assistant provides administrative support to the BWPO Sr. Billing Manager, BWPO OBGYN Coding Manager, including but not limited to the BWPO Patient Accounts Manager, Billing, Managed Care and Coding staff as needed. Position requires advanced administrative skills and experience in Outlook calendar management, word processing, Excel spreadsheets, Access database, presentation preparation, spreadsheet analysis, a high degree of organization, and the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Sr. Billing Manager and Coding Manager.

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 professionals

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.

This job description includes:

  • General expectations for the position

  • Addendum A - BWH Behavioral Competencies

  • Addendum B - Job Specific Tasks and Responsibilities

  • Addendum C - Physical/Working Conditions


  • Perform duties under moderate supervision with advanced proficiency in administrative and organizational skills.

  • Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, and taking and distributing messages.

  • Types all correspondence, memoranda, reports, statistical analyses, minutes, etc

  • Responsible for answering and screening incoming telephone calls and inquiries, taking appropriate messages and making proper referrals. Utilizes good judgment to determine what questions or routine issues can be dealt with on behalf of the Sr. Billing Manager and staff, while keeping them informed of all activity.

  • Coordinate calendars and meetings including: calendars for Billing and Coding Managers, managing meeting invites, travel arrangements, refreshments, or events for department.

  • Typing and disseminating meeting minutes as directed by Billing and Coding Managers.

  • Work on projects, coordinate work, take initiative using all available resources, follow through

on issues when needed, apply knowledge as appropriate with little direction from Supervisor.

  • Work independently with the ability to create more advanced material.

  • Assist with special projects as directed.

  • Follow HIPAA guidelines for the management of patient privacy and confidentiality.

  • Other duties, as assigned.

  • See Addendum B for specific job details.


Level of education required:

  • Minimum of a high school diploma or GED.

Work experience required:

  • Minimum two years applicable work experience required.

  • Some additional training in office systems or other post high school education preferred.


Technical skills required:

  • Knowledge of practice operations and standards.

  • Understanding of procedures including filing, copying, scanning, printing, and faxing.

  • Highly proficient in all communication skills (phone, verbal and written). Ability to handle sensitive information and situations with poise and professionalism.

Organization Skills:

  • Strong organizational, coordination and judgment skills. Ability to prioritize effectively. Ability to manage multiple tasks effectively, following established protocols, and work within systems.

System Skills:

  • Advanced computer skills. Ability to use all applicable applications at highest competency level.

  • Ability to problem solves and troubleshoots. Ability to analyze a situation and determine best course of action within established guidelines.

  • Advanced understanding and use of medical terminology.

  • Advanced comprehension of billing and fiscal information.

  • Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

Competencies required:

  • See Addendum A

SUPERVISORY RESPONSIBILITY: List the number of FTEs supervised.





1.People: Focus on serving the community through collaboration and respect


Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.

  • Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles

  • Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments

  • Be professional when approached about behaviors that might be perceived as disrespectful

Open Communication

Definition: The ability to effectively articulate and receive information in a clear, concise and timely manner.

  • Practice active listening skills

  • Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles

  • Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience

  • Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication

Building Collaborative Relationships

Definition: Identifying opportunities and taking action to build relationships between one's area and other areas, teams, departments, units, or organizations to help achieve organizational goals.

  • Take initiative to support others and build productive relationships that will lead to a cohesive workplace

  • Interact effectively with other team members, departments and customers to accomplish organizational goals

Organizational Awareness

Definition: Understand how one's own work affects the organization as a whole and demonstrate a commitment to the organizational goals.

  • Support and respect BWH's mission, vision, values and history

  • Understand and recognize how your individual role and department impacts the organization
    2.Self-Management: Accountability, professionalism and commitment to growth and development

Embracing Change

Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.

  • Support and positively participate in organizational and/or job specific changes

  • Initiate appropriate action when change is needed

  • Be flexible and open to new ideas

  • Adapt to shifting priorities

Learning Oriented

Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.

  • Demonstrate openness to learning from successes and failures

  • Recognize and participate in learning opportunities

  • Seek and share best practices


Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times.

  • Adhere to BWH's Code of Conduct, Guide to Ethical Standards, policies and procedures

  • Align behavior with the organizational mission and values

  • Practice respect in accordance to the BWH standards

  • Demonstrate responsibility, reliability, and trustworthiness
    3.Organization: A commitment to quality, service and exceptional performance

Quality and Safety Focus

Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.

  • Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)

  • Adhere to established policies and procedures

  • Take action to prevent errors

  • Identify and report adverse events, errors and incidents

Efficiency and Performance Improvement

Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.

  • Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes

  • Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one's role

Problem Solving

Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action.

  • Recognize actual and potential problems and take appropriate action towards a solution

  • Offer assistance, as needed, when a potential problem situation is observed

  • Use good judgment to keep manager informed of problems or issues, following department practice

Service Excellence

Definition: Focusing one's efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers.

  • Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors:

  • Engage with positive greetings and active listening

  • Empathize by expressing understanding

  • Educate throughout the information exchange

  • Enlist thoughts and ideas from others
    4.General/Administrative Support: (required of all Administrative Support employees)

Information Gathering

Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts.

  • Identify specific information needed to clarify a situation or to make a decision

  • Probe skillfully to get at the facts


  • Responsible for embryo storage monthly correspondence, processing of monthly provider billing reports, and scanning documents to storage on behalf of the billing team.

  • Independently performs daily review and update of Charge Review, Router Review, and Coding Follow Up workqueues within Epic with weekly updates to Coding Manager regarding lag

  • Independently performs weekly management and preparation of Coding report and notifies providers prior to delinquency

  • Prints, sends, and tracks documentation to payers for audit requests with guidance from coding team and manager as needed

  • Reviews and independently maintains and updates Coding and Compliance periodical files, audit schedule spreadsheets, periodical renewal

  • Maintains, reviews and updates OBGYN payer guidelines on a biannual basis and communicates all changes to staff

  • Prepares documents for annual compliance reviews with minimal supervision

  • Provides editorial assistance for all reports and correspondence, editing for content and syntax.

  • Sets up meetings and events including room and food arrangements, prepares and sends out agendas/reminders prior to meetings.

  • Organizes all files and record-keeping systems for the Sr. Billing Manager.

  • Opens, sorts, and distributes mail and answers routine correspondence as necessary. Sends routine monthly reports to all providers.

  • Copies and sorts reports and correspondence

  • Prepares and/or processes supply requisitions, reimbursements for travel, petty cash vouchers, and check requests.

  • Maintains inventory of office supplies for BWPO 111 Cypress Street staff.


  • Administrative office suite

  • Designated desk/ work station

  • Shared office space

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