Senior Practice Assistant

Mass General Brigham•Boston, MA

9d•$19 - $28•Hybrid

About The Position

Performs both administrative and clinical functions to support smooth and efficient clinical service or practice operations, under minimal supervision. Performs administrative duties related to patient visits including scheduling, check-in, check-out duties (performs all duties of the other levels at highest proficiency level).

Requirements

High school diploma or GED required.
Office experience 3-5 years is required.
Strong technology and MS Office skills – Advanced Outlook, Word, Excel, PowerPoint Knowledge of office operations and standards and 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 and talking to others to convey information effectively.
Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and 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.
Ability to proofread and edit written documents.

Nice To Haves

Associate or bachelor’s degree preferred.
Previous experience in a customer service role is strongly preferred.
Previous experience in a large, busy ambulatory practice setting is strongly preferred.
Familiarity with medical terminology preferred.
Previous experience with health insurance preferred.

Responsibilities

Greet and check in patients for their Neurology appointments. Ensure that the patients have registered with the Hospital.
Assist with the process of coordinating patient information in preparation for the appointment.
Assist with the process of allocating physician exam rooms.
Performs faxing and copying duties as required by the patient, practice, or physician.
Ensures that all additional forms are completed by the patient before their scheduled visit.
Check out patients, provide follow-up appointments, schedule ancillary testing, and obtain prior authorizations where applicable.
Following Departmental and Practice procedures, answers incoming telephone lines, dispositions, and triages calls per Department and Practice standards.
Performs scheduling functions to include initial patient appointments and follow-up appointments. Integrates waitlisted patients into the system. Works with multiple disciplines, both internal and external to the Hospital to book ancillary tests for patients.
Performs billing functions to include working closely with PCP offices and patients, acquiring referrals, and as needed, prior authorizations before the scheduled visit.
Assists with the process of Billing Customer Service and patient triage to appropriate sources for billing issues and ultimate resolution.
Performs Co-pay Collection activities to be in line with Hospital standards.
Confirms appointments for billing in a timely and efficient manner.
Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
Provide routine and more complex administrative support such as typing memos and letters, answering telephones, and taking and distributing messages.
Attends weekly division meetings, takes minutes, and distributes.
Non-clinic calendar management for headache providers within the division; along with coordinating schedules within other divisions or groups
Assist with headache providers' travel reimbursements, travel arrangements, etc.
Assist with the coordination of meeting set-ups, such as booking conference rooms, ordering catering, etc.
Under the supervision of the Practice Manager, coordination of the Headache Fellowship Program, fellow graduation planning and executing
Prepare and manage monthly call schedules for fellows and in basket calendar scheduling preparation.
Assist with training and orienting staff as needed.
Provide cross-coverage for front-end administrative staff as needed.
Assist with special projects as directed.
Follow HIPAA guidelines for the management of patient privacy and confidentiality.
Maintains good communication with Patients, Practice Manager, Operations Manager, colleagues, physicians, and others.
Keeps Practice Manager apprised of ongoing challenges and issues and steps taken towards resolution.
Responds to requests for change that will improve practice conditions for physicians, by discussing them with the Practice Manager.
Performs daily functions in a manner that is in line with Departmental and Hospital Customer and Safety Standards.
Acquires all relevant outside clinical data: as requested, before the scheduled appointment, ensures receipt of all outside medical records and imaging/other studies.
Performs other duties and tasks as requested by the Practice Coordinator to ensure efficient overall performance of the Practice(s).