Vascular Center Front Desk & Scheduling Associate

The General Hospital Corporation; Waltham (MA); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Medical, Dental, Vision

403(b) retirement plan

Tuition reimbursement

MBTA pass

Employee perks

Job summary

The General Hospital Corporation’s MGH West Vascular Center is seeking an organized Practice Assistant II to join the onsite team. You’ll serve as a key point of contact for patients, provide front desk support, coordinate appointments, and help ensure smooth daily operations within a busy vascular surgery practice.

Working closely with vascular surgeons, clinical staff, and administrative colleagues, you will manage patient communications, scheduling, registration, and billing tasks, while

Qualifications

• High school diploma or equivalent required.
• 3-5 years of office experience required.
• Advanced Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Strong knowledge of office operations, standards, and administrative procedures.
• Excellent written and verbal communication skills, including the ability to compose, edit, and proofread professional correspondence and documents.
• Strong customer service skills with the ability to communicate professionally and compassionately with patients, families, and colleagues.
• Ability to manage non-routine phone inquiries, resolve routine administrative issues, and appropriately escalate.

Responsibilities

• Provide front desk coverage, greet and assist patients, and create a welcoming and professional experience throughout their visits.
• Coordinate patient appointments, maintain accurate scheduling records, and support efficient patient check-in and check-out processes.
• Manage incoming calls, respond to patient inquiries, and appropriately route messages and requests to clinical staff.
• Serve as a key point of contact for patients, providers, and administrative colleagues, ensuring timely and effective communication.
• Process patient billing forms, scan documentation into Epic, and maintain accurate patient records.
• Serve as a Super User for scheduling, registration, and billing systems, providing assistance and training to colleagues.
• Support complex administrative functions, including surgical scheduling, provider schedule changes, and appointment blocking, as needed.
• Handle patient communications related to prior authorizations, provider questions, prescription refills, and test results, ensuring appropriate follow-up and escalation.
• Support daily office operations, including preparing correspondence, maintaining records, managing documentation, and performing general administrative tasks.
• Assist with resolving scheduling challenges, patient inquiries, and routine administrative issues to maintain efficient practice workflows.
• Collaborate with vascular surgeons, clinical teams, and administrative colleagues to support coordinated patient care and a positive patient experience.

Skills

MS Office

Customer service

Communication

Phone support

Education

High school diploma

Job description

The General Hospital Corporation’s MGH West Vascular Center is seeking an organized Practice Assistant II to join the onsite team. You’ll serve as a key point of contact for patients, provide front desk support, coordinate appointments, and help ensure smooth daily operations within a busy vascular surgery practice.

Working closely with vascular surgeons, clinical staff, and administrative colleagues, you will manage patient communications, scheduling, registration, and billing tasks, while