Job Openings

Program Assistant

Job ID: BH485313

Category: Project Coordinator, Program Manager, Administrative Assistant

Specialty: Administrative

Job Title: Program Assistant

Must Haves:

  • High School Diploma/GED
  • 1 year of Customer Service or Patient Related Experience (i.e. medical assistant, front desk receptionist, or call center)
  • Proficient with Microsoft Office Programs including; Excel, Word, and Outlook
  • Data Entry Skills
  • Proficiency with the insurance approval process and clinical service billing process


  • Bachelor’s Degree
  • 1 year of experience using patient access and delivery systems
  • EPIC

Job Summary:

Under the general direction of Program Manager, the Program Assistant will function as a key member of the team. S/he will work with providers, care teams, and directly with patients and families to coordinate screening and enrollment in the service, a novel program designed to treat acutely ill patients in their home. The Program Assistant will play an essential role in the coordination of patient care, with an emphasis placed on efficient and exemplary service. The Program Assistant is expected to effectively organize priorities, complete tasks proactively, manage confidential patient information, and work efficiently and effectively with the hospital and Home Hospital care teams.

Operational Coordination

  • Facilitates patient screening and enrollment into the home hospital program
  • Notifies admitting of patient enrollment and coordinating transfers of new patients into the Home Hospital service
  • Serves a liaison for the service.
  • Schedules and confirms with patient/ caregiver’s urgent patient appointments, such as radiology imaging or consults.
  • Assists in arranging vendor supports at intake for patients, such as home health aides, meal delivery, infusion services, etc.


  • Actively involved with patient recruitment, providing consent information to eligible patients in the Emergency Departments and Inpatient setting.
  • Proactively works with clinic and administrative staff to ensure they have sufficient information for patients enrolled, including outside medical records by obtaining details of prior relevant history from the patient and requesting records.
  • Enters notes into EPIC when appropriate
  • Administers surveys and interviews to consented patients
  • Engages with other departments/hospitals to coordinate services as needed.
  • Accurately enter data on Home Hospital referrals into databases
  • Ensures that outside records of services are scanned/ entered in the electronic medical records.


  • Maintains consistent knowledge of contracted and non-contracted insurance plans.
  • Obtains, verifies, records and processes required prior approvals from payors insurance plans.
  • Planning & Administration
  • Ability to organize and prioritize work in a fast paced, matrix environment
  • Effectively prioritizes work, multi-tasks and endeavors to complete all work on time
  • Provides administrative support including composing daily service update emails, completing forms for vendor services.
  • Maintains effective organizational systems to prevent errors and ensure all work is completed in a timely manner.
  • Supports the Program with reviewing invoices for accuracy.


  • Answers and responds to all Home Hospital service-related calls within appropriate timeframe.
  • Ability to work as a member of an interdisciplinary team of health care professionals
  • Works cooperatively with all hospital staff to ensure a positive patient experience.
  • Responds to requests for routine information or assistance within scope of knowledge.
  • Operational & Other Duties
  • Demonstrates a willingness to learn.
  • Computer savvy with strong ability to learn and navigate multiple systems.
  • Knowledge of HIPAA Confidentiality and Privacy Policies.
  • Attends staff meetings, team huddles, and other meetings are requested.
  • Positively participates in meetings and team roles as requested.
  • Supports service-related initiatives as they are implemented.
  • Identifies trends and opportunities for improvement.
  • Provides highest quality in all aspects of work; detail-oriented with the ability to enter information into the system accurately.
  • Participates in process improvement workgroups and works continuously toward improvement goals.
  • Operational support duties include supply ordering, inventory logistics, equipment cleaning, and equipment maintenance.
  • Photocopying, electronic mailing, sending mail, faxing, documenting work, and other administrative duties as required.
  • Performs other duties, as assigned.

The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Type: Temp/Contract

Location: Boston, Massachusetts