Administrative Assistant - Waltham, MA

Boston IVF | IVI RMA North America

With more than 150,000 babies born since 1986, Boston IVF is among the most experienced and respected fertility centers in the world. We are proud to offer innovative fertility treatments, leading-edge reproductive technologies, and compassionate care every step of the way. We take on the most complex cases, instill hope, and provide guidance and support when our patients need it most. Our mission is simple: to give individuals and couples the best possible chance for a successful pregnancy, while cherishing the meaningful relationships we build with our patients each day.

Boston IVF | IVI RMA North America is currently seeking an Administrative Assistant to join our growing team in our Waltham office.

Schedule: MondayFriday, 9:00 AM5:00 PM (hours may vary)

Position Summary

The Receptionist plays a key role in ensuring an exceptional patient experience. This position is responsible for answering patient phone calls, scheduling appointments, responding to non-clinical requests from patients and staff, and warmly welcoming patients as they move through a structured schedule of appointments. The Receptionist collaborates closely with members of our multidisciplinary team to resolve issues and maintain a positive image of the practice for patients, referring physicians, and the general public.

How You'll Contribute

At Boston IVF, we do whatever it takes to deliver outstanding patient care. As a receptionist, your responsibilities will include:

Key Responsibilities

• Welcome and greet patients and visitors in a professional and compassionate manner
• Answer and route patient phone calls
• Maintain a calm, composed, and professional demeanor
• Anticipate patient needs and anxieties; provide clear and supportive responses to questions
• Schedule patient appointments in accordance with physician templates
• Identify scheduling conflicts and recommend appropriate solutions
• Maintain accurate patient records, including demographic, financial, and insurance information
• Collect co-pays and patient payments
• Coordinate patient care in collaboration with nursing staff
• Partner with the Finance Department to ensure reimbursement and insurance information is complete
• Appointment confirmations and patient charting

Skills & Qualifications

• High School Diploma or GED required; Associate degree preferred
• Minimum of 1 year experience as a medical office receptionist
• Minimum of 3 years customer service experience
• Strong computer proficiency
• Excellent listening, communication, and interpersonal skills
• Ability to work independently and exercise sound judgment
• Comfort working in a fast-paced, high-standard, and occasionally stressful environment

Benefits

• Medical, Dental, and Vision Insurance
• Paid Time Off and 8+ Paid Holidays
• Company-paid Life Insurance, Long-Term Disability, and AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• 401(k) Retirement Plan
• Optional benefits including Short-Term Disability, Life Insurance, and AD&D buy-up plans, and more

Schedule: MondayFriday, 9:00 AM5:00 PM (hours may vary)