Staff Assistant - Baystate Health

Req#: R17184
Category(s): Administrative Support, Staff Assistant
Full Time / Part Time: Full-Time
Shift: First

Administrative Secretary for Heart and Vascular Services, Full Time

Located at Baystate Medical Center

Schedule: Mon – Fri 7a – 3:30p


  • High school diploma or GED required

  • Minimum of 1 – 2 years of relevant experience

  • Microsoft Outlook, Word, Excel, and PowerPoint experience is required. Prior experience with departmental terminology and software is preferred.

  • CPR through the american heart association required


Performs general administrative / secretarial duties, including typing general correspondence, memos, forms, reports, charts, etc.  Assists in preparing more complex administrative reports, special reports/analysis as directed.  Decides on report design and presentation material.  Prioritizes workload.  Reviews assignments with Superior as necessary.  Performs related and routine office duties such as but not limited to filing, data entry / retrieval, mail distribution, greeting visitors, and answering telephones.   

The Heart & Vascular Associate reports to the Supervisors of Echo, Stress and Vascular Labs and is accountable for the daily process of reviewing patient orders, scheduling exams and making changes with staff approval.

There will be an expectation to develop and maintain a working relationship with coworkers and providers, along with other ancillaries services .Communicating regularly with Non-Invasive staff on productivity, efficiency, and developing knowledge of patient flow and procedure.

Additionally this position is responsible for greeting patients promptly in warm, friendly manner. Maintaining confidentiality, registration, order entry for outpatient exams, and collection of patient information.

The Heart and Vascular Associate will also provide accurate data entry of patient information into appropriate systems, MIDAS and McKesson and have working knowledge of CIS.

Job Responsibilities: 

1) Exhibits exceptional Customer Service Skills and consistently meets the Baystate Health Operating principles. Communicates effectively and courteously with the team to relay messages in a timely manner in regards to the needs of patients/families.

2) Communicates and responds effectively with healthcare team to ensure coordinated patient flow to the echocardiography, stress, and vascular laboratories.

3) Transports patients to and from lab(s) in a timely fashion and assists with limited patient care duties when requested.

4) Advises Heart & Vascular staff of progress and potential delays.

5) Accurately logs patient information in databases including all pertinent information with demonstrated knowledge of job specific function of CIS, MIDAS, FUJI, McKesson,and Allsccripts

6) Coordinate and schedule pick up times with floors and sonographers based on individual scan times. Work with stat EMT to schedule patient testing.

7) Maintain waiting area, check reading materials, direct patients and/or assist to the restrooms, and check to see if there is any other ways to assist. Includes putting stock away upon delivery to each departments storage.

8) Anwsers telephones in a prompt courteous manner. Route calls to appropriate team members and/or takes a message.

9) Takes initative in utilizing time in an effective manner and demonstated ability to multi-task while maintaining effiecient patient flow to and from the noninvasive lab.

You Belong At Baystate

At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.



GED or HiSET (Required)


Cardiopulmonary Resuscitation – Other

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.

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