Practice Assistant II

Massachusetts General Hospital; Waltham, New York (MA, NY); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player seeks an Interventional Radiology Office Coordinator to manage patient scheduling and administrative tasks. This role requires strong organizational skills and proficiency in software like Epic and Excel. You will coordinate procedures, maintain patient records, and ensure smooth communication within the department. If you thrive in a dynamic environment and possess excellent multitasking abilities, this position offers a chance to make a significant impact in patient care while working in a supportive and diverse workplace. Join a team that values your contributions and fosters growth!

Qualifications

• 2-4 years of office experience required.
• Proficient in word processing, spreadsheets, and databases.

Responsibilities

• Coordinates patient scheduling for interventional procedures.
• Maintains patient records and facilitates internal communication.
• Acts as an administrative liaison with high customer service standards.

Skills

Office Coordination

Patient Scheduling

Epic Software

Customer Service

Typing Speed (55-65 WPM)

Data Management

Multitasking

Communication Skills

Education

High School Diploma or Equivalent

Tools

Epic

Excel

Radiant

Optime

Job description

Job Description: Interventional Radiology Office Coordinator

Under general supervision, coordinates all operational, administrative, and secretarial aspects of an office. Requires discretion and judgment to organize priorities and complete tasks. Reports to the department Administrative Manager and/or Unit Operations Manager. Manages patient scheduling for interventional procedures and associated imaging in collaboration with physicians, including anesthesia scheduling.

Education

High School Diploma or Equivalent required. Can this role accept experience in lieu of a degree? Yes

Experience

Office experience 2-4 years required.

Knowledge, Skills, and Abilities

• Performs duties similar to Clerk, Office Assistant, and Administrative Staff Assistant, Level I.
• Maintains the Interventional Radiology Patient Schedule, including scheduling, rescheduling, and cancelling procedures via Epic.
• Manages procedure slots, including holding, blocking, and unblocking schedules.
• Coordinates procedures according to the department's scheduling template.
• Maintains Epic work-queue to ensure timely scheduling of procedures.
• Schedules and coordinates Interventional Anesthesia cases.
• Works with resource teams and facilitates inpatient on-call processes.
• Performs front desk duties, checking patients in for procedures following hospital policies.
• Maintains patient records, including document scanning.
• Facilitates internal communication via phone, messages, pages, and triage.
• Prepares and edits correspondence, reports, and protocols with high proficiency.
• Acts as an administrative liaison with high customer service standards.
• Uses data to create organized spreadsheets and reports.
• Establishes and maintains office systems.
• Troubleshoots routine and non-routine issues.
• Reviews mail, responds, and forwards as appropriate.
• Performs clerical duties like photocopying, faxing, and filing.
• Assists in training new staff.
• Maintains administrative duties in interventional radiology with flexibility to cover other staff.
• Typing speed of 55-65 WPM required; proficient in word processing, spreadsheets, and databases.
• Good command of English, ability to work independently, prioritize, and multitask.

Additional Responsibilities

• Coordinates interventional radiology care, including scheduling, rescheduling, and triaging calls.
• Manages work queues, inbox, and email.
• Approves transportation via Modivcare.
• Documents patients on anticoagulation in Excel for nursing alerts.
• Schedules procedures in outpatient surgical centers using Radiant and Optime.
• Works with anesthesia and nursing to prepare patients, including coordinating tests and obtaining records.
• Assists patients with questions, arranging transport, interpreters, and other services.
• Sets up transportation for patients unable to drive using Modivcare.
• Provides clear patient instructions regarding appointments and policies.
• Coordinates with other hospitals and departments to ensure timely scheduling.
• Works with supervisors to accommodate urgent cases and schedule adjustments.
• Ensures adherence to procedure guidelines and comments for correct scheduling.

The General Hospital Corporation is an Equal Opportunity Employer. We embrace diversity and are committed to providing accommodations for individuals with disabilities throughout the application and employment process.