Practice Assistant

Published January 30th, 2025

Practice Assistant

Temp to Hire

Location: Brookline MA

  • No parking! Public transit best

Hours: Monday – Friday, 8:00am-4:30pm

  • will switch to Tuesdays, Wednesday, Thursday 8:30am-5:00pm once comfortable with closing

Pay: $24-$27/hr
Must Haves: 

  • EPIC
  • Insurance verification
  • Prior authorizations

Important Info:

  • 20 rotating providers
  • 4 front desk personnel total

Job Description:

  • Appropriately greeting and welcoming all customers who visit the practice
  • Checking patients in and out
  • Collecting appropriate co-payments in the practice management system
  • Distributing necessary institutional and practice-specific forms
  • Requesting that patients review and verify existing demographic and insurance information
  • Setting certain expectations for patients regarding their visit
  • Responsible for answering and appropriately managing incoming telephone calls
  • Following up on phone messages
  • Triaging walk-in patients
  • Monitoring patients in the waiting room and assisting in related patient flow processes
  • Performing various administrative and clerical duties required to support the practice, such as managing the scheduling referral work queue, and may be required to perform other tasks as assigned.

Qualifications

  • Performs all aspects of patient scheduling which includes entering complete information, booking appropriately the disposition of all appointments, confirming patient visits, and inputting necessary data. This includes booking interpreters when needed.
  • Operates multi-line telephone consoles for the ambulatory rehab department (PT, OT, SLP).
  • Screen calls and provide information to callers, record, and transmit messages, or direct calls to triage therapists and/or appropriate individuals. Returns follow-up calls as indicated.
  • Prepares, organizes, and distributes all appropriate patient-reported outcome measures.
  • Correctly identifies issues related to insurance/registration and cordially directs patients when changes are indicated.
  • Appropriately identifies problems/opportunities that impact on clinical schedules and service availability to the triage supervisor.
  • Receives files and/or distributes incoming mail and insurance approvals.
  • Scans all department-related forms including written physician referrals and Medicare Certifications into EPIC and manages MD reconciliation in EPIC.
  • Schedules appointments, utilizing the computer’s clinical information scheduling option, for multiple ambulatory EPIC departments within Rehabilitation Services. Organizes schedules for multiple clinicians.
  • Maintains various lists and records such as triage and walk-in referrals and beeper numbers, as directed.
  • Organizes and maintains appropriate inventory of office supplies in the department.
  • Arrives, cancels, or no-shows all daily visits in EPIC.
  • Manages pre-scheduling program of post-op patients, research patients, and walk-ins.
  • Assists in training new clinical and front desk staff regarding scheduling and front desk duties.
  • Assists managed care coordinator with assigned tasks. Fills in for managed care coordinator in their absence.
  • Maintains all provider scheduling templates and adjusts in a timely fashion as needed.
  • Performs all check-out functions, including scheduling follow-up visits within the rehabilitation department.
  • Daily monitoring and execution of the eReferral work queue for their respective rehabilitation clinic.
  • Provides support and information to patients and providers to problem solve and manage complex administrative and patient issues.
  • Maintains confidentiality and privacy, which is consistent with HIPAA/PHI guidelines.
  • Understands HMO, Managed Care, and other Third-Party Insurers.
  • Understands financial services and self-pay resources and provides patients with information as needed.

Additional Managed Care Duties:

  • Obtains and processes initial referrals and extension requests to minimize the administrative impact on therapists and patients for managed care and workers’ compensation.
  • Works with supervisor to continually refine and streamline the referral process.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Qualifications:

  • Minimum of a high school diploma or GED. Some level of higher education is preferred
  • Three or more years of customer service experience or experience in a hospital setting is preferred.
  • Must have good customer service skills. Must be able to multi-task. Experience in problem-solving, customer service, phone, and email usage.
  • Must be computer literate, including competence in Microsoft Office suite as well as experience in computer-based appointment scheduling. Moderate proficiency in keyboard skills
  • #LI-LI

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