Practice Assistant II - Renal Transplant - Hybrid

Brigham is a global leader, devoted to maintaining and restoring health for people everywhere. Brigham is composed of Brigham and Women's Hospital (BWH), Brigham and Women's Faulkner Hospital (BWFH), and Brigham and Women's Physicians Organization (BWPO).

Brigham is an academic medical center with a firm commitment to its tripartite mission. From the clinical standpoint, Brigham serves patients from New England, throughout the United States, and from 120 countries around the world. These clinical services are supported at 2 hospitals and 150 outpatient practices, by more than 1,200 physicians. From the research standpoint, Brigham conducts the second largest hospital-based research program in the world, with an annual research budget of more than $630 million. And from the education standpoint, Brigham is a training ground for physicians, nurses, and allied health professionals. We have 1,100 trainees in over 140 of the most sought after training programs in the world, and also host Harvard Medical School students in rotations throughout our programs.

Brigham is an internationally recognized leader in transplantation services, providing advanced care for a wide spectrum of organ and tissue transplants, including kidney, pancreas, Renal, heart, face, hand, and bone marrow. Many transplant milestones have taken place here, including the world's first successful human organ transplant, a kidney transplanted in 1954. Since this groundbreaking start, our transplant programs have continued to build upon this innovative spirit, and currently perform ~150 transplants each year.

The Renal Transplant Program Assistant supports the patients through their stages of care from start to finish in collaboration with our clinicians.

Renal Transplant Program Assistant

The intensive and long-term follow-up aspects of the Transplant Program will require the Program Assistant to become an integral member of the transplant team. Therefore, outstanding interpersonal skills, and strong oral and written communication skills are required. They 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.

Referral Management-

Managing organ referrals is very important in the Transplant Centers including being the first point of contract for patients and or referring MDs. This includes managing organ referrals and referring physician communication patterns. Leading initiatives to advance access and continuously engage our referring physicians. This role streamlines how our patients flows through the referral process to a scheduled/inpatient evaluation.

Waitlist Management-

To work closely with the nursing team to help prepare patients that are currently on the wait list. This may include monthly meetings and coordinating additional test or imaging along with clinic visits to provide a clinical update to the care team. Managing tasking tools or epic reports to continue the care during the waitlist phase and help to ensure regulatory alignment.

Overall dutie

• Schedules transplant visits in the Renal Transplant clinic. Schedules all necessary diagnostic tests, transplant visits and procedures according to guidelines. Organizes all tests and consult notes for review by Renal Transplant team.

• Obtains insurance approval for Renal transplant clinic visits when necessary. Due to the varying and constantly changing requirements of each insurer and "Center of Excellence" networks, must maintain competency in this area.

• Gathers and organizes all clinical information related to transplant patients. Interacts with the Renal Transplant data analyst as necessary.

• Provides information that is requested by insurers and patients including, information for Renal transplant approvals, all disability requests, and medical record requests.

• Participates and comes prepared to transplant team meetings/huddles. Collates and distributes written minutes of Renal Transplant meetings/huddles as needed.

• Follows daily task assignments and communicate with co-workers as needed including adapting to the work at hand or providing cross coverage.

• Maintains clinic and procedure schedules if applicable. Prepare for upcoming clinics as appropriate.

• Communicates with patients and referring physicians to facilitate the above, and to answer questions related to the administrative processes in the Renal Transplant Program.

• Provides administrative support to Renal transplant nurses including, but not limited to, fax triage, placement of telephone calls to patients, laboratories and referring providers. Documents telephone encounters and enters staff messages in Epic as appropriate.

• Participates in referral management, pre and or post Tx tasks or process as cross coverage.

• Trains in other administrative tasks related to the functioning of the Renal Transplant Program. Members of the Program Assistant team (pre- and post- transplant) will provide assistance/cross-coverage for all programmatic administrative tasks as needed. Maybe asked to provide coverage for other organ programs as needed.

• Works closely with Transplant providers, nursing, financial coordinators, and support staff to ensure upcoming visits are all set.

• Confirm that the upcoming clinics are all set, review the DAR and make edits as you see fit.

• Participates in training new hires.

Administration

• Send out patient and care team letters in a timely manner.

• Obtains all necessary medical records and places all necessary orders in conjunction with the Nurse Coordinator(s).

• Set up and or assist with program meetings as needed.

• Participate in all staff meeting when asked by management.

• Scans data into Epic.

• Manage hard and e-faxes including facilitation.

• Facilitate office mail including pick up/drop off.

Other

• Participates in quality assurance and process improvement projects as appropriate.

• Develops letters, presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism.
• Participates in relevant special projects.
• Consistently meets all deadlines for deliverables or activities as established by the Service Line Leadership and hospital policies and standards.
• Performs other duties as assigned and/or required.

Qualifications

QUALIFICATIONS:

• High school diploma or GED required; post-high school education preferred.
• 1. Bachelor's degree preferred
  
  2. A minimum of three (3) years of experience in a healthcare environment is strongly 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.
  
  1. Strong communications and leadership skills.
  
  2. Ability to focus detailed, concentrated effort to multiple projects and re-establish priorities as necessary.
  
  3. Ability to effectively respond to time sensitive issues.
  
  4. Demonstrated ability to manage programs within the context of a large medical center and health care delivery system.
  
  5. Ability to work effectively in a team and multi-disciplinary environment.

WORKING CONDITIONS:

• Works in an office setting.

• Is available for early and late meetings and flexible to meet frequent deadlines.

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

FISCAL RESPONSIBILITY: Indicate financial "scope" information, i.e.: size of budget, volume, revenue, etc.

• Coordinating with the financial coordinators for financial clearance, and or referrals/authorizations

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

Brigham & Women's Hospital 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.