Senior Practice Assistant, Vascular Surgery

Mass General Brigham•Boston, MA

3d•Onsite

About The Position

The Senior Practice Assistant supports the Vascular Surgery team at Massachusetts General Hospital in an advanced administrative role. This onsite position coordinates surgical procedures, preoperative testing, appointments, and patient communications to help patients feel informed and prepared throughout their surgical care. The role works with minimal supervision and collaborates with vascular surgeons, clinical teams, and administrative colleagues to manage complex scheduling needs and maintain efficient practice operations. It also serves as a resource for fellow Practice Assistants, providing functional guidance and support for daily administrative activities.

Requirements

High school diploma or equivalent.
3–5 years of office experience.
Advanced Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
Strong knowledge of office operations, standards, and administrative procedures.
Excellent written and verbal communication skills, including composing, editing, and proofreading professional correspondence and documents.
Ability to manage non-routine phone inquiries, resolve routine administrative issues, and appropriately escalate complex concerns.
Strong organizational, multitasking, and time-management skills with exceptional attention to detail.
Ability to manage complex schedules, coordinate multiple priorities, and adapt to changing needs in a busy surgical practice.
Ability to work independently, follow established protocols, and provide guidance and support to fellow administrative team members.

Responsibilities

Coordinate vascular surgeons’ surgical procedures, scheduling, and timely communication with patients and clinical teams.
Arrange preoperative testing, laboratory work, and appointments for patients preparing for surgery.
Communicate surgical scheduling information, appointment details, and clinical-team-provided preoperative instructions to patients and families.
Manage complex provider schedules, including surgical scheduling, appointment changes, and schedule blocking.
Coordinate patient appointments, maintain accurate scheduling records, and support patient check-in and check-out.
Respond to patient inquiries and incoming calls, directing clinical questions and concerns appropriately.
Process patient billing forms, maintain documentation, and scan records into electronic medical records.
Serve as a Super User for scheduling, registration, and billing systems, assisting and training colleagues.
Provide functional guidance to Office and Practice Assistants and, with the Supervisor, help oversee daily administrative activities.
Manage communications about prior authorizations, provider questions, prescription refills, and test results, ensuring appropriate follow-up and escalation.
Collect co-payments when required and support patient registration and billing processes.
Collaborate with surgeons, clinical staff, and administrative colleagues to resolve scheduling challenges and support efficient surgical practice operations.