Practice Assistant - Administrative

Sigma Systems, Inc.; Wellesley (MA); On-site; USD 28,000 - 39,000; Full time

Job summary

Sigma Systems, Inc. is seeking a Practice Assistant- Administrative to join Beth Israel Lahey Health Primary Care- Gateway in Wellesley, MA. This onsite 3-month contract role focuses on direct patient access, call handling, and administrative support to maintain efficient clinic operations.

The role requires strong communication, scheduling proficiency, and the ability to manage multiple data sets to optimize patient flow in a fast-paced healthcare setting.

Qualifications

• High School diploma or GED required; Associate's degree preferred.
• Practice assistant with Admin duties needed for gateway location.
• Answers, screens and processes a high volume of calls professionally.
• Uses phone scripts and guidelines to triage calls.
• Verifies and updates patient demographics in the system.
• Obtains referrals for scheduled visits and documents them.
• Documents payer information, including workers' comp and auto liability.
• Informs patients about visit preparation and required documents.

Responsibilities

• Directs patient access by answering and screening a high volume of calls.
• Schedule appointments using centralized scheduling system and software.
• Verify and update demographics; transfer to registration when needed.
• Obtain referrals and document in the system.
• Inform patients about required preparations for scheduled visits.
• Coordinate data for efficient scheduling of visits and tests.
• Address scheduling problems with the manager to resolve issues.
• Triages calls for urgent information and directs to appropriate staff.
• Respond to provider emails and requests within scope.

Skills

Answering calls

Screening calls

Professional communication

Scheduling appointments

Demographic updates

Referral coordination

Payer information documentation

Medical office etiquette

Interpreting data sets for scheduling

Problem resolution with management

Education

High School diploma or GED

Associate's degree preferred

Tools

Scheduling software

Job description

181469 Practice Assistant- Administrative, Wellesley, MA, 3 Months contract
Sigma, Inc. is looking for Practice Assistant- Administrative to work onsite with Beth Israel Lahey Health Primary Care- Gateway location in Wellesley, MA.

Schedule:

• Monday through Friday 8:00 am-5:00 pm
• Must be separated from BILH (Beth Israel Lahey Health) for at least 6 months to be eligible for this role

Job Summary:

Directs patient access to the practice by answering, screening and processing a high volume of incoming calls in a dedicated call center. The Practice Assistant provides essential administrative support and patient care assistance in a specialty medical practice. This role supports efficient clinic operations, ensuring smooth patient flow and excellent service delivery in a fast-paced healthcare setting.

Required Qualifications:

• Answers, screens and processes a high volume of calls in a professional manner.
• Utilizes and adheres to the phone scripts and guidelines for triaging calls.
• Asks appropriate questions and uses independent judgment within scope of knowledge and authority to determine the type of appointment, appropriate provider and urgency needed.
• Utilizes centralized scheduling system and software applications to schedule appointments.
• Verifies and updates patients' demographic information and transfers to registration for update as needed.
• Obtains necessary referrals for scheduled visit and documents in system.
• Document appropriate payer information, including worker's compensation and auto liability.
• Informs patient of necessary preparation for scheduled visit, including providing documents, films and notes from other providers, required preparation and protocol for diagnostic tests and procedures.
• Coordinates and interprets multiple data sets required for efficient scheduling of office visits, diagnostic tests and procedures.
• Coordinates availability of professional services for maximum cost-effective utilization of staff, space, equipment and optimal timing for patients and providers.
• Addresses scheduling problems and concerns with manager to resolve issues.
• Records and forwards accurate messages to providers and staff.
• Triages calls for urgent information or services to appropriate staff.
• Responds to requests for information or assistance within scope of knowledge and authority.
• Resolves and responds to provider email requests in an efficient and professional manner.

Requirements:

• High School diploma or GED required. Associate's degree preferred.
• Practice assistant with Admin duties needed for gateway location.