New 
Clinic/Practice Assistant II
 Brigham and Women's Hospital | |
 United States, Massachusetts, Boston | |
| 75 Francis Street (Show on map) | |
 Aug 20, 2025 | |
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The Division of Cardiac Surgery is seeking a highly motivated Practice Assistant/Rotator interested in building collaborative relationships, embracing change, and acting as a problem solver to support the Brigham's growing Cardiac Surgery patient population.
Phone and Office Operations: -Answer all incoming phone calls in a polite and courteous manner. Triage all phone calls appropriately throughout the division and hospital. -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. -Check voicemail on assigned day and follow up on all voicemails by 5pm. -Provide patients with progress updates on appointments, procedures, etc. -Interact with Brigham and Women's Hospital departments, referring clinics and physicians' offices to coordinate services for patients. -Greet visitors to the Division. Clinical Scheduling - Rotator: -Serve as a Divisional clinical scheduling rotator - stepping into any of the three role groups (New Patient scheduling, OR scheduling, established scheduling) as needed. -Own established scheduling for structural heart program - including KCCQs and cath lab scheduling. -Schedule patients for outpatient clinic appointments in Epic as timely a fashion as possible and in accordance with surgeons' directions. -Create and schedule all coordinating testing and scans for the outpatient clinic appointments mentioned above, also in as timely a fashion as possible and in accordance with the surgeons' directions. -Prepare and send out new patient greeting letters with appropriate paperwork for the upcoming visit. -Responsible for managing Radiology WQ, with the goal to be under 10 pending radiology requests. -Maintain "No-Show" list and make notes in Epic and/or mail letters as necessary regarding patient no-show's/cancellations. -Communicate with the clinic team all patient precautions that the clinic needs to be aware of in regards to treatment. -Fax/mail all medical requests to the requesting facility or Physician, in accordance with HIPAA guidelines and regulations. -If needed, collect patient data for faculty and/or the Administrative Director. -All other duties as assigned by manager. Does this position require Patient Care? No 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/LMR. -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. -Provides 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. Education High School Diploma or Equivalent required Can this role accept experience in lieu of a degree? No Licenses and Credentials Certified Medical Administrative Assistant [CMAA] - Data Conversion - Various Issuers preferred 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. Physical Requirements The Brigham and Women's Hospital, Inc. is an Equal Opportunity 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. | |