Practice Assistant II/ Sports Medicine/ Foxboro BWH

Brigham and Women's Hospital; Foxborough (MA); On-site; USD 24,000 - 34,000; Full time

Job summary

Brigham and Women's Hospital in Foxborough, MA is seeking an entry-level Administrative Assistant to support Rehabilitation Services scheduling. You will coordinate patient appointments, handle phone calls, and manage front-desk duties in a fast-paced clinic.

The role requires 2–3 years of office experience and a high school diploma, with proficiency in Microsoft Office and strong communication skills. Monday–Friday daytime hours with onsite work.

Qualifications

• High School diploma required; no substitution with experience.
• 2–3 years of office or front-desk experience.
• Proficiency with Windows/Microsoft Office and good communication.

Responsibilities

• Schedule patient appointments accurately in EPIC and MindBody.
• Manage multi-line phone system and direct calls appropriately.
• Screen calls, relay messages, and provide information to patients.
• Process check-ins/out and verify patient information.
• Maintain scheduling templates and update as needed.
• Prepare referrals and organize clinic communications.

Skills

Office suite

Time management

Written communication

Phone etiquette

Education

High School Diploma

Tools

EPIC

MindBody

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

Full Time/ 40 Hours/ Day Shift
Foxboro MA - Patriot Place BWH medical office buildings
Rehabilitation Services (Physical, Speech and Occupational Therapy)
Excellent Benefits, Free Parking
Entry level pay starts at 21 per hour, higher pay based on experience, we strive to make fair and attractive offers!
Clinic hours are 7 AM to 7 PM Monday through Friday. The typical hours for this Practice Assistant II job will be 10:30 AM to 7:00 PM, and the hospital may need to modify this schedule to meet future clinic or operational needs.

About the Center for Sports Performance Research (CSPaR):

The Mass General Brigham Sports initiative was launched in 2020 to establish a regional, national, and international hub for Sports Medicine and related specialties. As part of this effort, the Mass General Brigham Center for Sports Performance Research (CSPaR) is expanding its programs to provide world-class training and physical therapy for everyday athletes. CSPaR brings together a highly specialized team of clinicians who deliver coordinated, comprehensive training and care for professional, masters, collegiate, high school, amateur, and recreational athletes.

Job Highlights:

Scheduling and coordination of appointments for physical therapy services and performance training programs, including managing patient schedules, ensuring appropriate appointment placement, coordinating with clinicians and trainers, and supporting efficient access to care and training services.

• 1. Performs all aspects of patient scheduling, including entering complete patient information, appropriately booking appointments, confirming visits, and inputting required data.
• 2. Operates multi-line telephone systems for both physical therapy and retail services.
• 3. Screens calls, provides information to callers, records and relays messages, directs calls to the appropriate staff, and completes follow-up calls as needed.
• 4. Distributes all appropriate patient-reported outcome measures.
• 5. Identifies insurance and registration issues and courteously directs patients when updates or changes are required.
• 6. Identifies scheduling challenges and opportunities that impact clinical schedules or service availability and escalates them to management as appropriate.
• 7. Receives, processes, and distributes incoming mail and files.
• 8. Scans department-related documentation, including physician referrals and Medicare certifications into EPIC.
• 9. Schedules appointments using clinical scheduling platforms, including EPIC for physical therapy services and MindBody for retail services, while coordinating schedules for multiple clinicians.
• 10. Maintains and manages departmental office supply inventory.
• 11. Processes daily visit arrivals, cancellations, and no-shows in EPIC.
• 12. Assists in training new clinical and front-desk staff on scheduling processes and front-desk responsibilities.
• 13. Demonstrates effective interpersonal skills in all interactions with patients, families, caregivers, staff, and the public. Maintains a courteous and professional demeanor, de-escalates challenging situations, and seeks assistance when appropriate.
• 14. Maintains provider scheduling templates and updates them in a timely manner.
• 15. Performs all check-out functions, including scheduling follow-up appointments within the department.
• 16. Monitors and manages the eReferral work queue for the assigned clinic, including scheduling referral appointments, linking referrals, and ensuring all referral scheduling expectations are met.
• 17. Provides support and information to patients and providers to help resolve complex administrative and patient-related issues.
• 18. Maintains confidentiality and privacy in accordance with HIPAA and PHI guidelines.

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 the phone system, 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, corresponding and communicating with others clearly and effectively (including composing/editing e-mails, memos, and letters), and taking 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)

Remote Type

Onsite

Work Location

360 Patriot Place

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$17.71 - $24.94/Hourly

Grade

3At 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. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

2200 The Brigham and Women's 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.