Practice Assistant II, Neurosurgery

massgeneralbrigham; Boston (MA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical

Dental

Vision

403b retirement plan

Tuition reimbursement

MBTA pass discount

Job summary

The Brigham and Women's Hospital, Inc. seeks an administrative specialist to support clinical operations by handling scheduling, check-in/out duties, and front-desk tasks. You will contribute to efficient practice operations under general supervision.

Responsibilities include patient greeting, appointment coordination in Epic, billing form processing, and assisting with authorizations and test results. This role demands strong communication and organizational skills and a patient-centered

Qualifications

• High school diploma or equivalent required.
• 2-3 years of office experience required.
• Proficiency with MS Office (Word, Excel, PowerPoint) and familiarity with Epic-like scheduling systems.
• Excellent communication and time-management skills.

Responsibilities

• Schedule patient appointments in the physician practice and manage appointment records.
• Greet and assist patients at the front desk.
• Answer telephones, respond to routine inquiries, and schedule appointments.
• Process patient billing forms and scan documents to patient medical records/EPIC.
• Handle, screen and/or take messages related to authorizations, provider questions, prescriptions, and test results.
• Serve as an EPIC Super User for scheduling, registration and billing systems and provide training.

Skills

Office suite proficiency

Time management

Communication skills

Telephone handling

Organizational skills

Education

High School Diploma or Equivalent

Tools

Epic-like scheduling systems

Job description

Site: The Brigham and Women's 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

Performs administrative functions to support smooth and efficient practice operations under general supervision. Perform tasks that are related to patient visits including scheduling, check-in, check-out duties. Actual job duties may vary by department.

Essential Functions

• Perform routine administrative and clerical duties relating to a clinical service or physician practice office.
• Make patient appointments and maintain appointment records.
• Greet and assist patients.
• Answer telephones, assist callers with routine inquiries, and schedule appointments.
• File materials in patient folders and print appointment schedules.
• Process patient billing forms and scan documents to patient medical record/EPIC.
• Call for patient medical records and laboratory test results.
• Open and distribute unit mail or faxes.
• Type forms, records, schedules, memos, etc. as directed.
• May be required to accept co-payments.
• Handles, screens and/or takes messages related to prior authorizations, provider questions, prescription refills, and test results.
• Acts as an EPIC "Super User" for scheduling, registration and billing systems (EPIC training is provided).
• Provide assistance and training to others in these areas.
• May perform more complex or specialized functions (i.e. surgical scheduling, schedule changes/blocking) at more advanced competency level.

Qualifications

Education

High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?

No

Experience

Office experience 2-3 years required

Knowledge, Skills and Abilities

• Proficiency with all Office Suite, Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
• Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate.
• Communicating effectively in writing as appropriate for the needs of the audience and talking to others to convey information effectively.
• Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and to take complete and accurate messages.
• Managing one's own time and the time of others.
• Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems.

Additional Job Details (if applicable)

Department: BWH Neurosurgery, Tumor

Schedule: Monday - Friday | 8am - 4:30pm | Onsite

Benefits

• Medical
• Dental
• Vision
• 403b retirement plan
• tuition reimbursement
• discounted MBTA pass & more!

Step into a role where your work truly makes a difference every day! As a vital member of our clinical operations team, you'll provide administrative support to ensure our practice runs smoothly and efficiently. In this dynamic, fast-paced role, you'll be the friendly face that plays a key role in creating a positive, efficient, and compassionate environment for both patients and clinical staff.

Job Specific Duties and Responsibilities

Office Operations

• Respond to a variety of incoming calls to the physician's practice, handle patient inquiries and issues in a timely and effective manner
• Treat all customers with dignity and respect.
• Return all patient phone calls within the same day.
• Provide patients with progress updates on appointments, procedures, etc.
• Interact with Brigham and Women's Hospital departments, referring clinics and physicians' offices in order to coordinate services for patients.
• Sort and review all physician correspondence.
• Maintain clinical and administrative meetings calendar for the physician(s).
• Assist physician with travel, lecture arrangements.
• Assist physician with submission and tracking of all business expense reimbursements in conjunction with the Finance Manager.

Clinic Responsibilities

• Schedule new and established patient visits in Epic and diagnostic testing as required.
• Prepare and send out new patient greeting letters with appropriate paperwork for the upcoming visit.
• Prepare charts for clinic ensuring that the chart is up to date and contains all patient correspondence received prior to the visit, as well as diagnostic results.
• Notify Operations Manager and/or clinic staff to block off the physician schedule in Epic when surgeon is out of the office; inform him/her that surgeon is out of the office as