Practice Assistant II, Neurosurgery
Mass General Brigham · Boston-MA ·
- Category
- Management
- Experience
- 2+ years
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
Performs administrative functions to support smooth and efficient practice operations under general supervision. Perform tasks that are related to patient visits including scheduling, check-in, check-out duties. Actual job duties may vary by department.Essential Functions:
- Perform routine administrative and clerical duties relating to a clinical service or physician practice office.
- Make patient appointments and maintain appointment records.
- Greet and assist patients.
- Answer telephones, assist callers with routine inquiries, and schedule appointments.
- File materials in patient folders and print appointment schedules.
- Process patient billing forms and scan documents to patient medical record/EPIC.
- Call for patient medical records and laboratory test results.
- Open and distribute unit mail or faxes.
- Type forms, records, schedules, memos, etc. as directed.
- May be required to accept co-payments.
- Handles, screens and/or takes messages related to prior authorizations, provider questions, prescription refills, and test results.
- Acts as an EPIC "Super User" for scheduling, registration and billing systems (EPIC training is provided).
- Provide assistance and training to others in these areas.
- May perform more complex or specialized functions (i.e. surgical scheduling, schedule changes/blocking) at more advanced competency level.
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 phone system and 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, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and to take 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)
Department: BWH Neurosurgery, Tumor
Schedule: Monday - Friday | 8am - 4:30pm | Onsite
Benefits: Medical, Dental, Vision, 403b retirement plan, tuition reimbursement, discounted MBTA pass & more!
Step into a role where your work truly makes a difference every day! As a vital member of our clinical operations team, you’ll provide administrative support to ensure our practice runs smoothly and efficiently. In this dynamic, fast-paced role, you’ll be the friendly face that plays a key role in creating a positive, efficient, and compassionate environment for both patients and clinical staff.
Job Specific Duties and Responsibilities:
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.
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.
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.
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.
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.
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.
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$17.71 - $24.94/Hourly
Grade
3
EEO Statement:
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.