Practice Assistant II-Hybrid - General and GI Surgery

General Summary/ Overview Statement

Brigham and Women’s Hospital is dedicated to:

• serving the needs of our local and global community
• providing the highest quality health care to patients and their families
• expanding the boundaries of medicine through research
• educating the next generation of health care professional

Every employee plays an important role in providing a positive impact on the organization and the people we serve. Your work will be distinguished by demonstrating respect and dignity in all interactions with patients, families and colleagues, excellence in customer service and job performance.

All employees are expected to embrace this commitment and demonstrate behavioral competencies in the following areas:
People: Focus on serving the community through collaboration and respect
Self Management: Accountability, professionalism and commitment to growth and development
Organization: A commitment to quality, service and exceptional performance

Meeting these expectations is key to the success of your department and the organization.

Principal Duties and Responsibilities

• Extensive daily communication and contact with many Clinical and Administrative Departments of BWH, as well as other medical facilities and organizations including the Brigham and Women’s Physician Organization (BWPO). This requires routing factual and confidential information and a detailed knowledge of policies and procedures at this institution as the others.
• Maintains schedule for physician(s) including coordinating patient clinics and operating room schedule with all meetings within BWH as well as outside engagements.
• Handles all telephone calls and messages having to do with physician(s) administrative practice, triaging calls, as necessary, to appropriate personnel.
• Ensuring that patient concerns are addressed and followed up by the appropriate personnel within the division. Ensure that most recent data is available and has been examined by physician(s).
• Composing routine correspondence to patients and physicians; extracting basic information from patient records.
• Performs all other duties, related to physician(s) administrative practice at Brigham and Women’s Hospital, Faulkner Hospital, Foxboro Health Care Center, South Shore Hospital, Westwood, and the Dana-Farber Cancer Institute, as they arise.
• Type all medical and administrative correspondence, medical staff notes, memoranda, minutes, reports and schedules. Composes, proofreads, and edits as necessary.
• Works as a team member with all staff in the department to ensure smooth operation of the department, including participation in staff or faculty meetings, taking minutes, preparing agendas, and even coverage of other surgeons when necessary.
• Performs all other duties as assigned, including all generally accepted office functions such as faxing, filing, photocopying, completion of forms and routine mailings as required.
  Assists divisional management with all events and items regarding physician(s) including mailings, calling, event planning, fund raising, etc.
• Assists divisional managers with maintaining and monitoring appropriate payment and account maintenance. Follow-up on problem accounts (PO’s, packing slips, check requests, travel vouchers, practice accounts, research and special events).
• Review and resolves all billing inquiries and issues for physician(s) practice under the guidance of the Practice Manager, Administrative Manager and/or Billing Manager. This may include physician(s) rejection report, credit balance report, and TES edits.
• Mails out copies of patient visit notes, pathology reports, radiology results, etc to all referring and coordinating physicians according to HIPPA and Division guidelines for physician(s).

• 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.

• 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.