Practice Assistant II

Mass General Brigham•Waltham, MA

23h•Onsite

About The Position

Mass General Brigham is a not-for-profit organization that supports patient care, research, teaching, and community service, aiming to provide exceptional care and drive groundbreaking medical discoveries through high-performing teams. The Practice Assistant II role is a vital part of the clinical operations team, providing administrative support to ensure the practice runs smoothly and efficiently. This dynamic, fast-paced position involves being a key point of contact for patients and clinical staff, contributing to a positive, efficient, and compassionate environment. The role encompasses both administrative and clinical functions under general supervision, performing basic clerical work and routine tasks, particularly those related to patient visits such as scheduling, check-in, and check-out.

Requirements

High School Diploma or Equivalent required
Office experience 2-3 years required
Proficiency with all Office Suite
Knowledge of office operations and standards
Understanding of office procedures including filing, copying, scanning, printing and faxing
Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate
Communicating effectively in writing as appropriate for the needs of the audience
Talking to others to convey information effectively
Understanding written sentences and paragraphs in work related documents
Ability to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters)
Ability to take complete and accurate messages
Managing one's own time and the time of others
Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems

Nice To Haves

Certified Medical Administrative Assistant [CMAA] - Data Conversion - Various Issuers preferred

Responsibilities

Perform routine administrative and clerical duties relating to a clinical service or physician practice office.
Make patient appointments and maintain appointment records.
Greet and assist patients.
Answer telephones, assist callers with routine inquiries, and schedule appointments.
File materials in patient folders, and print appointment schedules.
Process patient billing forms and scan documents to patient medical record/LMR.
Call for patient medical records and laboratory test results.
Open and distribute unit mail or faxes.
Type forms, records, schedules, memos, etc., as directed.
May be required to accept co-payments.
Provides assistance and training to others in these areas.
Greeting patients as they arrive for appointments.
Completing patient check-in and check-out processes in a timely manner.
Verifies patient identity upon patient initial check in by using two patient identifiers.
Checks patient insurance type comparing what is listed on insurance card and what is listed in EPIC system.
Informing the patient to call the RRC line if there is a discrepancy in insurance information.
Verifies if patient is under worker’s compensation insurance and confirms worker’s comp information is correctly entered into EPIC.
Verifies demographic information, ensuring referral on record, and accuracy of clinical information.
Collects patient co-pays on every patient and if co-payment is not collected denotes reason in visit documentation.
Assists and ensures patients complete PROMS questionnaires as needed.
Issues any additional relevant intake forms and ensures completion.
Checks patient’s enrollment status in Patient Gateway & assists with enrollment process.
Arrives patient in EPIC.
Always moves patient in Ambulatory Patient Tracking to reflect accurate patient location throughout the patient’s visit.
Verifies casting and radiology orders at time of check-in and sends patients directly to cast room or radiology, if necessary.
Uploads external radiology discs and copies radiology report scanning into Epic.
If patient brings in outside medical record, make photocopy and scan into Epic.
Keeps patients in waiting area accurately up to date on provider wait times by updating location specific wait time board and by also making verbal announcements.
Upon patient check-out reviews follow-up information entered by provider and schedules follow-up appointment if needed to location where patient will be returning.
Confirms next appointment date and time with patient and hand documentation of next visit.
Prints Visit Summary report and hands directly to patient.
Prepares/creates patient charts (intake forms, last clinic note, MRI/CT report, etc. as provider directed).
Checking the DAR 1-2 days prior to patient appointments to confirms patient’s insurance type is contracted with our service by running EPIC report.
If insurance is not active or non-contracted, alerting Administrative Manager and notifying patient to contact Financial Services.
Reviews schedule for capacity and accuracy of appointments.
Assists with managing of eFaxes, patient requests, and documentation needs.
Assists with referral queue management responding to referrals and scheduling appointments with appropriate providers.
Assists with scanning of medical records/documentation into EPIC.
Take inventory of all iPads used for PROMs and return to designated charging location and/or locked storage.
If prompted by MA or provider, calls patients in advance of visits to let them know if clinic is running late.
Updates provider specific patient wait time board throughout the day.
Unlock door and turn on lights for clinic opening.
Lock door and turn off lights for clinic closing.
Provides lunch coverage and ensures that at least one person is always at the front desk.
Responsible for remaining in clinic late if clinic runs past scheduled end time.
Responsible for arriving early should clinic schedule call for an earlier start time.
Maintains a clean and professional looking front-desk workspace.
Answers phones and directs calls as appropriate.
Attends regular staff meetings.
Assists with coverage needs and cross-covers (including back office) as directed by Administrative Manager.
Provides information to patients, visitors, and hospital personnel.
Performs all other duties that are practice specific and are appropriate to this level of position; this may include projects as assigned.