Practice Assistant

Brigham and Women’s Faulkner Hospital; Boston (MA); On-site; USD 26,000 - 39,000; Full time

Job summary

Brigham and Women’s Faulkner Hospital is seeking an Outpatient Psychiatry Practice Assistant to manage patient flow and administrative operations for multiple psychiatric services. You will greet patients, schedule appointments, and coordinate medications while ensuring HIPAA compliance.

Proficiency with Epic and strong communication are essential; 40-hour work week onsite at 1153 Centre Street in Boston, MA. Prior medical office experience and familiarity with psychiatry workflows are preferred.

Qualifications

• Proficient with using a computer and a range of computer applications; including Microsoft Office.
• Excellent attention to detail and strong organizational skills.
• Strong time management and ability to meet deadlines.
• Good interpersonal skills to work with providers, patients, and staff.
• Discretion handling sensitive information within Psychiatry.

Responsibilities

• Manages front-end administrative setup, flow, and daily operations.
• Answers calls, responds to voicemails, and routes messages to the team.
• Schedules appointments and coordinates medication refills.
• Uses Epic extensively to document communications and access patient data.
• Maintains HIPAA compliance and professional cross-department collaboration.

Education

High School Diploma or Equivalent

Associate's Degree preferred

Bachelor's Degree preferred

Job description

Site: Brigham and Women's Faulkner Hospital, Inc.

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

The Outpatient Psychiatry Practice Assistant is responsible for patient flow and resource utilization for the Brigham Psychiatric Specialties (BPS) clinic. This includes providing clinical administrative support for evaluating and treating patients for a broad range of psychiatric conditions, including mood, anxiety, stress-related, psychotic, and substance use disorders. This role provides comprehensive support for the following services: Partial Hospital Programs (Psychiatry and Addiction), Addiction Recovery Program (ARP), Outpatient General Psychiatry, Neuro-Psychiatry, Interventional Psychiatry, Gender Diversity Clinic, Urgent Care Walk-In Clinic, and Psychology Assessment and Research Services.

Does this position require Patient Care? No

Essential Functions

• Manages the front-end administrative setup, flow, and breakdown of daily departmental operations, including but not limited to answers incoming phone calls and responds to voicemails, distributes incoming mail to department colleagues, uses hospital pager system, sends patient and provider letters, and maintains a neat work area.
• Collaborates with all hospital staff members including other clinical departments; assists with inter-departmental requests and liaises with outside provider agencies to address patient needs.
• Provides professional, accurate, and attentive service to patients greets patients, responds to patient inquiries via phone calls and/or electronic messages, schedule appointments, coordinates medication refills, facilitates Patient Gateway enrollment, and facilitates prior authorization approvals.
• Effectively utilizes all functions in Epic, the electronic health record, and other technology:
• Respond to messages and document communication with patients and providers
• Scan patient consent forms, release of information (ROI) forms, documented health information and/or medical records into patient charts.
• Compose and draft clinical information
• Access clinical information protected under 42CFR
• Maintains and fosters a positive relationship with providers and interdepartmental staff to ensure quality patient care in a comprehensive
• Exercises discretion and integrity when handling confidential or sensitive matters.
• Identifies and uses critical judgment when escalating patient care or safety issues to providers and administrative leadership to resolve concerns in a proactive manner.
• Familiar and well-versed with the outpatient clinic services and operations, hospital resources, and policies to accurately direct clinical staff and patients.
• Maintains compliance with all hospital policies and state and federal regulations (HIPAA, 42 CFR) at all times.
• Assists with identifying and removing barriers to a safe environment in the outpatient clinic.
• Ensures equipment in work area is functioning; submits work orders or repair requests when necessary.
• Opens consult rooms daily for provider use based on room assignment.

Qualifications

Education

High School Diploma or Equivalent required and Associate's Degree preferred or Bachelor's Degree preferred

Can this role accept experience in lieu of a degree? No

Experience

Experience in a medical setting 1-2 years preferred Prior experience with Epic preferred

Knowledge, Skills And Abilities

• Proficient with using a computer and a range of computer applications; including Microsoft Office.
• Demonstrates accuracy, thoroughness, and orderliness in performing work assignments with a strong attention to detail.
• Self-motivated and creative in crafting new approaches to solve problems.
• Diffuses potentially volatile situations in a skillful and proficient manner.
• Excellent interpersonal skills and ability to work effectively with a diverse group of providers, patients, visitors, and hospital staff.
• Discerning with sensitive and confidential nature of Psychiatry department; handles all matters with utmost discretion.
• Adept time management skills; prioritizes urgency and meets fast-approaching deadlines in a sometimes challenging environment.
• Displays professional verbal and written communication skills with patients, providers, and staff.
• Flexible and adaptable to the evolving nature of the outpatient clinic.
• Knowledge of medical terminology preferred.
• Adheres to all I CARE Standards.
• Mostly sedentary work; occasional walking and standing required.

Remote Type

Onsite

Work Location

1153 Centre Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$18.99 - $28.21/Hourly

Grade

SF1135

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth.

EEO Statement

2810 Brigham and Women's Faulkner Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership “looks like” by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.