Practice Assistant II - Urology Surgery

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

Brigham and Women's Hospital is committed to putting every Patient First. Every employee plays a role
in providing a positive impact on patients and the care they receive at Brigham and Women's Hospital.
Your work will be distinguished by the delivery of high-quality and safe patient care, respect and dignity in
all interactions with patients, families and colleagues and by customer service excellence.
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.
This job description includes:
* General expectations for the position
* Addendum A - BWH Behavioral Competencies
* Addendum B - Job Specific Tasks and Responsibilities
* Addendum C - Physical/Working Conditions

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Under the direction of the Operations Supervisor of the Access Center the Practice Assistant II (PAII) is responsible for the day-to- day operations among the access team including but not limited to automatic call distribution phone coverage, new patient appointments, and various system patient care queues.

  • Schedules all new patient appointments for all of the Divisions physicians. Handles all telephone calls and messages having to do with the urology access center line and appointments.
  • High volume communication with patients, coordinators, departments, practices, and divisions within BWH and outside of BWH.
  • Answers telephone calls professionally and courteously
  • Reviews all patient demographic information, insurance information and referral numbers.
  • 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.
  • Handles all email requests for appointments as well as the eReferral system within BWH.
  • Obtain pertinent patient records from outside facilities in preparation for visit.
  • Ensures that most recent data for patient is available to be examined by physician prior to new patient visit.
  • Ensures that patient concerns are addressed and followed up within the division.
  • Ensure that most recent insurance and referrals are available.
  • 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.
    
    
  • Mails out new patient packets to all new patients scheduled all referring and coordinating physicians according to HIPPA and Division guidelines for physician(s).
  • Composes routine correspondence to patients and physicians, extracting basic information from patient records.
  • 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.
  • Create PDFs with pertinent patient records and send out to oncology physicians prior to new patient appointment.
  • Maintain outlook calendar for patient records up to date.
  • Other duties, as assigned

Level of education required:

• • Minimum of a high school diploma or GED.
  • Work experience required:
  • Minimum six months applicable work experience required.
  • Some additional training in office systems or other post high school education 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.

WORKING CONDITIONS:

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

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.