Practice Assistant- Administrative

Sigma Systems, Inc.; Wellesley (MA); On-site; USD 28,000 - 33,000; Full time

Job summary

Sigma, Inc. is seeking a Practice Assistant- Administrative to work onsite at Beth Israel Lahey Health Primary Care- Gateway location in Wellesley, MA.

The role supports patient access, handles a high volume of calls, schedules visits, and coordinates referrals and documentation in a fast-paced healthcare setting. The ideal candidate will have a high school diploma or GED, experience with scheduling systems, and strong communication skills.

Qualifications

• Answers and screens a high volume of calls professionally.
• Uses phone scripts to triage calls.
• Determines appointment type, provider, and urgency.
• Uses scheduling systems to book appointments.
• Verifies patient demographics and routes for updates.
• Obtains referrals and documents in the system.
• Records payer information including workers' compensation and auto liability.
• Prepares patients for visits with required documents.
• Coordinates data for scheduling tests and visits.
• Coordinates service availability for optimal timing.
• Resolves scheduling issues with the manager.
• Forwards accurate messages to providers and staff.
• Triages urgent requests to appropriate staff.
• Responds to information requests within scope of authority.
• Responds to provider emails efficiently.

Responsibilities

• Directs patient access to the practice by handling a high volume of calls.
• Provides essential administrative support and patient care assistance in a specialty medical practice.
• From a centralized system, schedules appointments and coordinates tests to ensure efficient clinic operations.

Skills

Phone screening

Call center

Scheduling

Data entry

Referrals processing

Customer service

Multi-tasking

Education

High School diploma or GED

Associate's degree preferred

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.