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New 
Practice Assistant I Co-Op
 Brigham and Women's Hospital | |
 United States, Massachusetts, Boston | |
| 221 Longwood Avenue (Show on map) | |
 Dec 02, 2025 | |
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1.Prepare for the following day or upcoming day's patient appointments by reviewing the flag status of scheduled patients and preparing forms and/or other communications as indicated. This includes; co-payment indication, insurance verification, relevant department, Meaningful Use and institutional forms.
2.Warmly greet and welcome all patients and other customers into the practice. Ascertain whether the patient or customer has an appointment. Inform patients immediately if there is an anticipated delay in maintaining the scheduled appointment time. *For all patient appointments, verify the appointment time and provider, and notify the provider of the patients' arrival via IDX arrival and Outlook email. *For any patient who does not have a scheduled appointment, work within the established practice protocols to determine how best to serve the patient's needs. 3.Determine if a co-payment or additional financial activity is required *Collect appropriate co-payment via IDX or BICs and provide a receipt. *Place cash, checks, and credit card receipts in the practice designated, secure location. *Verifies insurance information and directs patients to registration and or the Managed Care Coordinators at needed *Educate patients about financial assistance when appropriate. 4.During the arrival process, distribute relevant Meaningful Use, institutional and practice specific forms, such as the Patient Information Verification form, HIPPA privacy notice, New Patient Packet and rating scales. 5.Direct patients to the appropriate waiting area and provide a brief explanation of what they should expect. Monitor the waiting room and relate patient flow process to ensure that patients are appropriately served. *When there are potential service or process breakdowns, attempt to remedy the situation. When this is not possible, immediately inform a member of the team who is able to quickly resolve the issue. *Provide updates to patients and other customers regarding delays, including providing updates when the duration of a previously communicated delay has changed significantly. *Maintain the waiting area throughout the day to ensure that its appearance meets appropriate customer service and safety standards. 6.Appropriately manage all calls, Practice Gateway Messages and the Prescription Renewal Line. Answers incoming telephone calls and Patient Gateway messages in a timely fashion. For routine matters, respond directly to customer inquiries without referring the patient or customer elsewhere. For Patient Gateway messages, forwards appropriate messages and prescription renewal requests to the provider via Clinical Messaging, making sure to attach the correct patient and pertinent information as directed. Checks the Prescription Renewal Line throughout the day following the department guidelines. *In accordance with Practice protocols, generate and distribute phone messages, Patient Gateway messages and prescription renewal requests in a timely fashion. Take detailed Clinical Messages and does not transfer calls to the clinician's voicemail. 7.Assume primary responsibility for scheduling patient appointments. In accordance with departmental protocols, adjust templates and daily schedules as needed. Cancel and reschedule appointments as requested. *If the next available appointment exceeds a reasonable timeframe (as established by the practice), or if the patient or referring physician expresses concern with the wait times for an appointment, offer to investigate other scheduling opportunities. Work with the appropriate physician to determine if an accommodation can be made in order to provide the patient with an earlier appointment. Follow-up with the patient or referring clinician as appropriate. *When canceling an appointment, treat patients kindly and professionally. Inquire as to whether/when they would like to reschedule the appointment. *Optimize access and satisfaction by maintaining and working the appointment wait list. *Work the physician's cancellation (bump) list as required. *Ensure that patients' questions are appropriately answered and/or that appropriate follow-up is provided. 8.During the check-out process, assume primary responsibility for scheduling follow-up appointments and completing Meaningful Use activities. *Print and distribute Visit Summary Reports at the close of every visit *Assist patients with other needs and inquiries, including those related to parking; way finding; hospitality; and general Practice, BWPO, or BWH information. *At the close of the encounter, thank every patient. 9.Performs and completes physician orders accurately and thoroughly. Responsible for performing various administrative and clerical duties required to support the clinicians on an as-needed basis including management of Prior Authorizations and PT1 transportation forms 10.Responsible for communicating inventory needs and opening/closing functions. This would include communication of staples supplies, turning on/off lights, ensuring that photocopier and fax have paper etc. 11.Oversight and management of common areas, waiting rooms, and front desk areas to insure cleanliness. Education High School Diploma or Equivalent required Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience No experience required Knowledge, Skills and Abilities - Must be reliable and punctual. - Good time management skills. - Strong oral communication skills. - Ability to take and follow direction. - Willingness to learn. Physical Requirements The Brigham and Women's Hospital, Inc. is an Equal Opportunity 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. | |