Practice Assistant II - Trauma Surgery - Weymouth
Brigham & Women's Hospital(BWH)

Job Info

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1. Answers incoming telephone calls in a timely fashion. Adhere to organizational and departmental service standards related to telephone access to ensure that patients, referring physicians, and other customers can easily access the practice by telephone.

2. Appropriately manage all calls, either by working with the customer or by referring the call to the appropriate party. For routine matters, respond directly to customer inquiries without referring the caller elsewhere. This includes responding to inquiries related to the availability of appointments, scheduled appointment dates and times, specialty referrals, parking, directions and general information.

3. Appropriately manage patient gateway messages and ensure a timely response as well as triage requests appropriately.

4. Maintains all provider clinical appointment schedules according to provider template and adjusts them in a timely fashion as needed. Schedules patients for appointments in the surgical practice and facilitates appointments for patients to external referral agencies as well as for testing, imaging and other specialist appointments.

5. Warmly greets patients when checking patients out from their appointments and performs administrative tasks necessary to ensure needed information for a successful visit such as availability of the medical record, appropriate forms, referrals and other actions needed to maintain flow of the clinic.

6. Coordinates the site-specific patient intake forms and gathers all necessary medical records for patient to see the provider. Prepare charts for clinic so that provider has all information at appointment time.

7. Assists with maintaining space, check out desks and waiting room in an orderly fashion. Carries out daily start-up and shut-down functions

8. Provides coverage for other admins who are out of the office, as well as front desk check in when needed. Collects appropriate co-payment, cash receipt and referrals. Performs reconciliation.

9. Directs patients to the appropriate waiting area and provide a brief explanation of what they should expect.

10. Prepare for the following day's or upcoming day's patient visits by printing appointment schedules, reviewing the flag status of scheduled patients, and preparing forms and/or other communications indicated or necessary. Ensure all referrals are in place prior to visit.

11. Performs all check-out functions, including but not limited to scheduling follow-up visits within the surgical clinic, as well as appointments in other departments and outside the hospital. Provide patients with all necessary documentation associated with upcoming appointments.

12. Ensures referrals are in place as well as prior auths for imaging requests and surgical procedures at SSH as required.

13. Knowledge of surgical scheduling within EPIC while utilizing multiple systems and coordinating care.

14. Ability to work collaboratively with MGB and South Shore Health System departments to ensure the best patient experience.

15. All other duties as assigned.

• Perform duties under moderate supervision with intermediate to advanced proficiency in administrative skills.

• Act as a super user for scheduling, registration, and billing systems. Provide training and assistance to others in these areas.

• May perform more complex or specialized functions (i.e. surgical scheduling) at highest competency level.

• Utilize knowledge of HMO's, managed care and other third party insurers, and troubleshoot insurance issues as appropriate.

• 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.

Qualifications
QUALIFICATIONS:

• High school diploma or GED required; post-high school education preferred.
• Minimum one year of applicable work experience required.
• Additional training in office systems preferred.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Knowledge of practice operations and standards.
• Understanding of procedures including filing, copying, scanning, printing, and faxing.
• Ability to use phone system (answer and screen calls, put on hold), answer routine questions, and give routine information.
• Ability to interpret information as appropriate, answer routine questions in the most professional manner, and communicate in a professional, courteous, clear, and concise manner.
• 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.
• 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.
• Ability to type and enter data at an entry level. Entry level understanding of applicable systems.
• Understanding of the appropriate use and importance of related forms.
• Basic understanding and use of medical terminology.
• Basic comprehension of insurance types and referral process.
• Basic comprehension of registration 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.

EEO Statement
Brigham & Women's Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.

This job has expired.