Practice Service Coordinator II

Mass General Brigham; Boston (MA); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

Medical

Dental

Vision

403b retirement plan

Tuition reimbursement

Discounted MBTA pass

More benefits

Job summary

Mass General Brigham is seeking an experienced administrative professional for the Brigham and Women’s Hospital Spine division. You will manage calls, scheduling, and correspondence, while ensuring HIPAA compliance and accurate record-keeping.

Responsibilities include calendar coordination, referral processing, and supporting billing activities. The role requires healthcare experience, strong organization, and effective communication in a fast-paced environment.

Qualifications

• Bachelor's degree preferred; work experience required.
• Excellent organizational skills with attention to detail.
• 3–5 years experience in healthcare; leadership abilities.
• Knowledge of Medical Terminology.
• Proficiency with Windows, MS Outlook, Word and Excel.

Responsibilities

• Answer calls and screen inquiries; manage patient communications.
• Schedule and coordinate clinic visits and calendar management for physicians.
• Prepare and edit correspondence, gather information for billing and referrals.
• Assist with travel arrangements, expenses, and meeting logistics.
• Maintain confidential patient information and HIPAA compliance.
• Support clinic operations and special projects as needed.

Skills

Organizational skills

Prioritization

Communication skills

English proficiency

Medical terminology

Data entry

Telephone etiquette

Education

Bachelor's degree preferred

Tools

Epic

MS Outlook

MS Word

MS Excel

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

GENERAL SUMMARY/ OVERVIEW STATEMENT:
Brigham and Women’s Hospital is dedicated to:

• serving the needs of our local and global community
• providing the highest quality health care to patients and their families
• expanding the boundaries of medicine through research
• educating the next generation of health care professional

Every employee plays an important role in providing a positive impact on the organization and the people we serve. Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance. All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:

People: Focus on serving the community through collaboration and respect
Self-Management: Accountability, professionalism and commitment to growth and development

Organization: A commitment to quality, service and exceptional performance Meeting these expectations is key to the success of your department and the organization.

This job description includes:

• General expectations for the position
• Addendum A
• BWH Behavioral Competencies
• Addendum B
• Job Specific Tasks and Responsibilities

PRINCIPAL DUTIES AND RESPONSIBILITIES

Actual job duties may vary by department (see Addendum B for more detail)

• Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.
• Provide routine and more complex administrative support such as: typing memos and letters, answering telephones, and taking and distributing messages.
• Coordinate calendar and schedules including: coordinate calendars for several managers or coordinates events for department.
• Proofread and edit manuscripts, perform library or literature searches, and help to create and edit presentation materials. Work with less direction with ability to create more advanced material.
• Helps to prepare and edit grant applications and other related materials with less direction and more applicable knowledge of the process.
• Perform transcription of dictated physician notes.
• Assist with training and orienting staff as needed.
• Provide cross coverage as needed.
• Assist with special projects as directed.
• Follow HIPAA guidelines for the management of patient privacy and confidentiality.

Other duties, as assigned.
Addendum A BWH Behavioral Competencies

1. People: Focus on serving the community through collaboration and respect Inclusiveness Definition: Maintain an environment where individuals value and respect differences in all situations. Stand firm against intolerance and bias to create a welcoming environment and respect all individuals regardless of race, gender identity, ethnicity, language, sexual orientation, age, physical or mental ability, religion, socio-economic status, or national origin.
2. Work effectively with others who have diverse perspectives, talents, roles, backgrounds and/or styles
3. Contribute to a positive team environment where differences are respected, supported and are free from stereotyping and offensive comments
4. Be professional when approached about behaviors that might be perceived as disrespectful Open Communication Definition: The ability to effectively articulate and receive information in a clear, concise, and timely manner.
5. Practice active listening skills
6. Foster and maintain an environment that respects open dialogue, differences of opinion, as well as diverse communication styles
7. Ensure that information is shared in a clear, accurate, and timely manner using the appropriate communication method for your audience
8. Express oneself clearly and professionally in your verbal, non-verbal, written, and electronic communication Building Collaborative Relationships Definition: Identifying opportunities and taking action to build relationships between one’s area and other areas, teams, departments, units, or organizations to help achieve organizational goals.
9. Take initiative to support others and build productive relationships that will lead to a cohesive workplace
10. Interact effectively with other team members, departments and customers to accomplish organizational goals Organizational Awareness Definition: Understand how one’s own work affects the organization as a whole and demonstrate a commitment to the organizational goals.
11. Support and respect BWH’s mission, vision, values and history
12. Understand and recognize how your individual role and department impacts the organization
13. Self Management: Accountability, professionalism and commitment to growth and development Embracing Change Definition: Demonstrate adaptability and openness to organizational changes needed to improve effectiveness and goals.
14. Support and positively participate in organizational and/or job specific changes
15. Initiate appropriate action when change is needed
16. Be flexible and open to new ideas
17. Adapt to shifting priorities Learning Oriented Definition: Predisposed to pursue learning opportunities even outside own comfort zone, one stays abreast of new tools and methods, rising to add value and build challenge in current assignments.
18. Demonstrate openness to learning from successes and failures
19. Recognize and participate in learning opportunities
20. Seek and share best practices Professionalism Definition: Practice respect for self and others; and adhere to BWH standards, policies, and procedures at all times. 0. Adhere to BWH’s Code of Conduct, Guide to Ethical Standards, policies and procedures
21. Align behavior with the organizational mission and values
22. Practice respect in accordance to the BWH standards
23. Demonstrate responsibility, reliability, and trustworthiness
24. Organization: A commitment to quality, service and exceptional performance Quality and Safety Focus Definition: Responsible for meeting standards of performance or outcomes in a safe manner while avoiding risks.
25. Align job performance with quality and safety standards (e.g. The Joint Commission, BWH and department specific standards)
26. Adhere to established policies and procedures
27. Take action to prevent errors
28. Identify and report adverse events, errors and incidents Efficiency and Performance Improvement Definition: Systematic approach to improve performance by eliminating waste, non-value added activities and variability in processes.
29. Participate in process and performance improvement by identifying, analyzing, and enhancing existing processes to achieve better outcomes
30. Maximize available resources to achieve performance measures; reduce waste, rework, and work-arounds consistent with one’s role Problem Solving Definition: Able to gather appropriate data and diagnose the cause of the problem before taking action; and if necessary develop alternative courses of action. 0. Recognize actual and potential problems and take appropriate action towards a solution
31. Offer assistance, as needed, when a potential problem situation is observed 2. Use good judgment to keep manager informed of problems or issues, following department practice Service Excellence Definition: Focusing one’s efforts towards anticipating, meeting and exceeding the expressed and unexpressed needs or expectations of internal and external customers. 0. Apply service standards consistently to present a positive image of BWH to colleagues, health providers, patients, families, and visitors: 1. Engage with positive greetings and active listening 2. Empathize by expressing understanding 3. Educate throughout the information exchange 4. Enlist thoughts and ideas from others 4. General/Administrative Support: (required of all Administrative Support employees) Information Gathering Definition: Identify and seek information needed to clarify a situation. Ask questions to discover the facts. 0. Identify specific information needed to clarify a situation or to make a decision 1. Probe skillfully to get at the facts Addendum B JOB SPECIFIC

DUTIES AND RESPONSIBILITIES

1. 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.

2. 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 soon as information is known (add this information to the MD Away Calendar as well to ensure OR time is released) - Run patient eligibility in Epic prior to clinic to ensure patients have active insurance information on file.

3. Billing Function - Serve as a liaison to insurance companies and provide them with all necessary information in order to obtain prior authorizations. - Ascertain work related visits and cases; obtain all necessary worker compensation information necessary to initiate and complete negotiations and billing. - Complete referral management process in conjunction with Patient Service Center, including reviewing, updating and completing and missing information. - Ensure that referrals obtained for all clinic visits are up to date and accurate. - Perform demographic and insurance eligibility checks in Epic, Nehen and Emdeon. Review and correct any information that is found through eligibility checks. - Review surgical schedule and work with Billing Manager to ensure charges are going out appropriately. - Review logs of outstanding OR dictations and work with physician to ensure timely signing and finalization of operative notes. - Ensure all physician notes are dictated and final signed within the required time period so billing can go out.

4. Surgical scheduling - Schedule all surgical procedures and Weiner Center pre-operative screening appointments in Epic. - Notify patient and confirm arrangements. - Schedule all radiological testing in Percipio and assist with the prior authorization process. - Work with clinical team to ensure that patient has all pre-operative educational materials. - Confirm all bookings in system and with patient prior to the procedure date and within appropriate timelines. - Notify OR Schedule Manager of any unused surgical block time as soon as the information becomes available.

5. Maintain accurate files - Develop and maintain accurate and up to date electronic files for confidential patient information (patient charts), correspondence, administrative issues and research information for articles and papers that are readily available upon request.

6. Prepare all correspondence - Provide insurance companies with requested information in order to complete filings and documentation for motor vehicle, worker’s compensation, disability claims and insurance inquiries pertaining to our services. - Review and edit all office notes and transcriptions in Epic - Send all consult

Qualifications

Level of education required:

• Bachelors degree preferred. Work experience required:
• Excellent organizational skills.
• Must have at least 3-5 years experience in healthcare and be viewed as a leader.
• Knowledge of Medical Terminology is preferred. - Computer knowledge required: Windows, Networking, MS Outlook, MS Word and MS Excel.
• Ability to prioritize work and meet deadlines, and work under pressure.
• Ability to use discretion in confidential matters.
• Ability to read, write and articulate in English is required.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

Technical skills required: -

Knowledge of practice operations and standards.

• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Phone skills: Ability to use phone system (answer and screen calls, put on hold), handle more complex calls and give more detailed information. -

Verbal skills: Ability to interpret information as appropriate, answer more complex questions in the most professional manner and communicate in a professional, courteous, clear and concise manner.

• Organization Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, follow established protocols, and work within systems.
• Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e‑mail, memo or interoffice note) and to take complete and accurate messages. May respond directly on behalf of manager/provider without direction or instruction.
• System Skills: Ability to type and enter data effectively and at a more advanced level. Intermediate level computer skills including the ability to use word processing, spreadsheet, database and presentation applications.
• Intermediate understanding and use of medical terminology.
• Intermediate comprehension of billing and fiscal information. - Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.

WORKING CONDITIONS: Hospital based ambulatory practice. Normal patient environments where there are some exposures to communicable diseases, unpleasant odors, needle, and blood products.

HOSPITAL WIDE RESPONSIBILITIES: Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

Additional Job Details (if applicable)

Department

NSI NeuroSurg BWH Spine

Schedule

Monday - Friday | 7:30am to 5pm flexible | Onsite

Benefits

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

“The posted salary reflects the starting range for this position. Actual compensation will be based on the selected candidate’s qualifications, including experience, education, and relevant skills.”

Remote Type

Onsite

Work Location

10 Vining Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range

$17.71 - $24.94/Hourly

Grade

3

At 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. 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.

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.