Practice Assistant II

Site: The General Hospital Corporation

 

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.

 

Full time Onsite in Waltham Interventional Radiology
Monday - Friday
8am to 4:30pm

 

Job Summary

Under general supervision, coordinates all operational, administrative and secretarial aspects of an office. Requires discretion and judgment to organize priorities and complete tasks. Reports to the department Administrative Manager and/or Unit Operations Manager. Will manage patient scheduling for interventional procedures and associated imaging in collaboration with physicians to include all aspects of anesthesia scheduling.

 

Qualifications

Education
High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?
Yes

Experience
office experience 2-4 years required

Knowledge, Skills and Abilities

• May include duties and responsibilities of the Clerk, Office Assistant and Administrative Staff Assistant, Level I.
• Maintains the Interventional Radiology Patient Schedule. Duties include Scheduling, rescheduling, and cancelling all procedures in Interventional Radiology through Epic.
• Manage Procedure slots to include holding, blocking, and unblocking the schedule.
• Understands and coordinates all procedures in accordance with the department’s scheduling template.
• Maintains the Epic work-queue ensuring that all procedures are scheduled in a timely manner.
• Schedule and coordinate Interventional Anesthesia cases.
• Duties may also include working with the resource team and facilitating the process of putting Inpatients on-call.
• Perform front desk role checking patients in for procedures according to all applicable Hospital Policies and Procedure
• Maintain patient records including scanning in documentation.
• Facilitate communication within department as it pertains to phone calls, messages, pages and triage of information to specific staff members/clinicians and enhancing communication throughout the division.
• Coordinates, types, proofreads and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals and protocols at the highest level of proficiency. 
• Act as an administrative liaison to referring department administrators and clinicians with the highest level of customer service.
• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.  May provide weekly/monthly/yearly reports for various activities. 
• Establishes and maintains office systems (i.e. filing systems).
• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
• Reviews mail, answers when appropriate, and/or forwards to appropriate persons.
• Performs general clerical duties including photocopying, faxing, and filing.
• Assists with the orientation and training of new staff.
• Maintain administrative duties in primary interventional area with flexibility to cover for other Staff Assistants within Interventional Radiology.
• Typing 55 to 65 WPM required.
• Word Processing skills required.
• Knowledge of spreadsheets and database systems.
• Good command of English language.
• Ability to work independently.
• Ability to prioritize work.
• Ability to multi-task

 

Additional Job Details (if applicable)

• Responsible for coordinating Interventional Radiology care, including scheduling/Rescheduling, triaging telephone calls.
• Work Que management
• In basket management
• Email management
• Approve Round Trip Transportation using the website Modivcare.
• Documentation in Excel all patients that are scheduling/ taking anti-coagulation medication. This alerts the nursing to call them days prior, to ensure the patient procedure is not cancelled.
• Procedure Scheduling in the Outpatient Surgical Center using Radiant and Optime.
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