Practice Assistant II/ Neuroscience Dept

The Practice Assistant, under general supervision and according to established policies, procedures, and detailed instructions, provides master scheduling support to the Neuroscience department. The scheduling practice assistant in the outpatient Neuroscience clinic supports multiple complex function in support of approximately 130+ physicians which includes the management of room assignments, supporting scheduling, care coordination, prior authorizations and in-basket management etc.. for a subset of providers. Additionally, some support for check-in/check-out will be required.

This position requires the individual to have strong communication skills, multi-tasking, and organization skills. This position will report to the Manager who has overall responsibility for managing all administrative functions within the clinic.

Master Scheduler

• Using a decision tree, schedules appropriate follow-up appointments as requested by providers at check-out

• Provides direct administrative support to a subset of providers. This includes but is not limited to:

• Scheduling New and Follow Up appointments.

• Working on and capturing any insurance prior authorization prior to appointment times.

• Works with Ambulatory Capacity Management (ACM) team to appropriately request template/schedule builds or changes

• Coverage of EPIC in-basket pool for all declined prior authorizations and cancellations from patients via patient portal.

• Communicate with providers regarding any prior authorization requirements/needs.

• Proficient with multiple on-line insurance forms and requirements regarding prior authorizations.

• Working with providers to communicate patient needs as appropriate

• Assist with clinical check in/out support when needed. This involves:

• Check-out

• Schedule follow-ups consults or imaging as instructed by the provider verbally or via check-out note

• Coordinate visit scheduling with providers' administrative assistant if needed

• Printing out an After Visit Summary and handing it to patients

• Check-in

• Validate the patient's appointment according to the DAR

• Validate patient's identity through driver's license or other forms of ID

• Collect co-payments as required by the patient's insurance

• Screen patient for fall risk upon check-in

• Communicate with MA's, providers, or other team members any information regarding the patient's arrival

• Provide patients with appropriate forms and instruct their completion

• Assist with providing patient with an iPad to complete PROMS questionnaire

Room Grid Management

• Review the clinic schedule daily on EPIC to confirm which providers will hold clinic and assign rooms accordingly.

• Triage room requests to determine availability for add-on patients and clinics.

• Send out room assignment schedule to the providers and other appropriate teams (e.g. MA's, practice manager)

• Build out future weekly grids to identify room availability in clinic. This involves:

• Identifying from the Microsoft Forms list who will be out of clinic

• Reviewing the DAR for these dates to identify any add-ons or providers who are out of clinic

• Triaging room requests

• Communicating with the project team around permanent room requests

• Review with each specialties designated leader upcoming time off for providers, confirm room releases, and insure schedules are closed accordingly.

• Weekly/Monthly report creations around MS form usage, room releases and other data elements as requested by leadership.

Administrative support:

• Manages special projects as instructed by the Practice Manager or the Practice Administrator

• Serve as a backup to administrative support when needed

• Other duties as assigned

Qualifications

QUALIFICATIONS:

• 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:

• 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.

WORKING CONDITIONS:

Hospital based ambulatory practice. Normal patient environments where there are some exposures to communicable diseases, unpleasant odors, needle, and blood products.

HOSPITAL WIDE RESPONSIBILITIES:

Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

EEO Statement

BWH is an Affirmative Action 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.