Practice Assistant II/ Sports Medicine/ Foxboro BWH

massgeneralbrigham; Foxborough (MA); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

Excellent benefits

Free parking

Job summary

Mass General Brigham's Center for Sports Performance Research is seeking a Scheduling Assistant II for the Foxboro outpatient clinics. You will manage patient appointments, coordinate with clinicians and trainers, and ensure smooth access to physical therapy and performance programs.

Clinic hours are 7 AM–7 PM, with a typical shift 10:30 AM–7:00 PM. Entry-level pay starts at $21/hour, with higher offers based on experience. Excellent benefits and free parking are provided.

Qualifications

• High School Diploma or Equivalent required.
• Office experience 2-3 years required.
• Proficiency with Office Suite; knowledge of EPIC/MindBody a plus.

Responsibilities

• Performs all aspects of patient scheduling, including entering complete patient information, appropriately booking appointments, confirming visits, and inputting required data.
• Operates multi-line telephone systems for both physical therapy and retail services.
• Screens calls, provides information to callers, records and relays messages, directs calls to the appropriate staff, and completes follow-up calls as needed.
• Distributes all appropriate patient-reported outcome measures.
• Identifies insurance and registration issues and courteously directs patients when updates or changes are required.
• Maintains confidentiality and privacy in accordance with HIPAA and PHI guidelines.

Skills

Customer service

Scheduling

Phone etiquette

Microsoft Office

EPIC scheduling

MindBody scheduling

HIPAA compliance

Education

High School Diploma or Equivalent

Tools

EPIC

MindBody

Microsoft Office

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, correspo