Cardiac Surgery - Practice Assistant II - Clinical Rotator/Administrative Assistant

The Division of Cardiac Surgery at Brigham and Women's Hospital is seeking a highly motivated Practice Assistant/Administrative Assistant interested in building collaborative relationships, embracing change, and acting as a problem solver to support the Brigham's growing Cardiac Surgery patient population.

Job Specific Duties and Responsibilities

Phone and Office Operations:

• Answer all incoming phone calls in a polite and courteous manner. Triage all phone calls appropriately throughout the division and hospital.

• Handle patient inquiries and issues in a timely and effective manner.

• Treat all customers with dignity and respect.

• Return all patient phone calls within the same day.

• Check voicemail on assigned day and follow up on all voicemails by 5pm.

• Interact with Brigham and Women's Hospital departments, referring clinics and physicians' offices to coordinate services for patients.

• Greet visitors to the Division.

Clinical Scheduling - Rotator:

• Serve as a Divisional clinical scheduling rotator - stepping into any of the three role groups (New Patient scheduling, OR scheduling, established scheduling) as needed.

• Responsible for cath lab and TAVR scheduling for the Division

• Schedule patients for outpatient clinic appointments in Epic as timely a fashion as possible and in accordance with surgeons' directions.

• Create and schedule all coordinating testing and scans for the outpatient clinic appointments mentioned above, also in as timely a fashion as possible and in accordance with the surgeons' directions.

• Prepare and send out new patient greeting letters with appropriate paperwork for the upcoming visit.

• Contact patients on "Bump" list according to "Bump" list protocol, making notes inEpic appointment messageand/or mailing letters as necessary according to said protocol.

• Communicate with the clinic team all patient precautions that the clinic needs to be aware of in regards to treatment.

• Fax/mail all medical requests to the requesting facility or Physician, in accordance with HIPAA guidelines and regulations.

• If needed, collect patient data for faculty and/or the Administrative Supervisor.

Office Administrative Support:

• Create, publish, and manage the Cardiac Surgery and Transplant Surgery call schedule

• Responsible for managing FMLA and VNA forms

• Submit and process expense reports for the PA (Physician Assistant) group

• Manage the cardiac evening sign out list serv to track PA-Patient ratios daily

• Assist the administrative supervisor and project manager as needed

• All other duties as assigned by manager.

JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

Excellent interpersonal skills and flexibility.

Excellent oral and written skills.

Basic understanding and use of medical terminology.

Basic comprehension of insurance types and referral process.

Basic comprehension of registration and fiscal information.

Computer software and word processing skills including: MS Office Suite - Outlook, Word, Excel

Requires an ability to work effectively with physicians, physician assistants, and other clinical and support staff.

Strong communication and organizational skills.

Ability to focus detailed concentrated effort to multiple projects and re-establish priorities as necessary.

Ability to effectively respond to time sensitive and confidential issues.

Initiative and ability to work both independently and as a member of a functional team.

Ability to collect and interpret data from patient records.

Education
High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?
No

Experience
Office experience 2-3 years required

Knowledge, Skills and Abilities
- Proficiency with all Office Suite, Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
- Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate.
- Communicating effectively in writing as appropriate for the needs of the audience and talking to others to convey information effectively.
- Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and to take complete and accurate messages.
- Managing one's own time and the time of others.
- Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems.

Schedule

Option for 4 Days Onsite, 1 Day Offsite

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)