Practice Assistant II
Job ID: BH348448
Category: Administrative Assistant
Job Title: Practice Assistant II
Job Location: Boston, MA
Hours: Monday – Friday, 40 hours
Co. Size: 26,000 employees
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
• 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.
• 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.
1. Responds to all requests for information regarding the CAHD Programs (Heart Transplant, VAD, Heart Failure). Requests are made by a variety of organizations and individuals including but not limited to referring physicians, insurers, prospective patients, New England Donor Services and UNOS (United Network for Organ Sharing).
2. Participates in referral management process.
3. Obtains insurance approval for clinic visits when necessary.
4. Gathers and organizes all clinical information (tests and consult notes) related to CAHD patients. Interacts with the heart transplant/MCS data analyst and VAD equipment coordinator as necessary.
5. Provides information that is requested by insurers and patients including, information for heart transplant approvals, all disability requests, and medical record requests.
6. Participates in and schedules CAHD meetings as needed. Collates and distributes written meeting minutes.
7. Communicates with patients and referring physicians to facilitate the above, and to answer questions related to the administrative processes in the CAHD.
8. Scans data into Epic to facilitate all of the above tasks.
9. Provides administrative support to CAHD nurses including, but not limited to, order entry, fax triage, placement of telephone calls to patients, laboratories and referring providers. Documents telephone encounters and enters staff messages in Epic as appropriate.
10. Trains in other administrative tasks related to the CAHD and will provide assistance/cross-coverage for all programmatic administrative tasks as needed.
11. Participates in quality assurance and process improvement projects as appropriate.
The intensive and long-term follow-up aspects of the Center for Advanced Heart Disease will require the Coordinator to become an integral member of the team. Therefore, outstanding interpersonal skills, and strong oral and written communication skills are required. The Coordinator must demonstrate the ability to prioritize and meet multiple short- and long-term goals in a setting of frequently unscheduled demands and patient needs. Flexibility, excellent judgment, and the ability to work independently are required. Must be able to function well under stress, and to interact effectively with patients and their families.
• 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:
Technical skills 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.
Hospital based ambulatory practice. Normal patient environments where there are some exposures to communicable diseases, unpleasant odors, needle, and blood products.
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.