Assistant Practice Manager Jobs in Massachusetts

Site: Newton-Wellesley Hospital
Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
Job Summary
Summary: The MA I is a critical role and provides and/or coordinates a variety of patient services in an ambulatory hospital-based specialty practice under the direction of the Practice Manager. This position is 10% clinical and 90% non-clinical. Direct patient care responsibilities include taking vital signs and documenting pertinent information in the electronic medical record. Non-clinical responsibilities include patient scheduling, referral management, patient outreach, medication coordination, and maintaining patient-related databases.
The MA interacts with patients, clinicians, pharmacies, and other support staff and must possess strong interpersonal, organizational, and communication skills.
Qualifications
Essential Functions:
Patient Care:

• Assist medical staff in conducting patient assessments, including obtaining vital signs.
• Prepare examination rooms and ensure they are stocked with necessary supplies and equipment.
• Provide patient literature on substance use disorders, treatment options, and medication management as directed by medical staff.
• Maintain patient confidentiality and always adhere to HIPAA and 42 CFR regulations.

Administrative Support:

• Schedule patient appointments and coordinate with healthcare providers as necessary.
• Assist with medical record documentation, including entering patient data into electronic health records (EHR) systems.
• Manage incoming calls and inquiries from patients, healthcare professionals, and external parties.
• Process medication refill requests and coordinate with pharmacies as needed.
• Complete administrative tasks such as filing, faxing, and scanning documents.
• Responsible for collecting copayments.
• Obtain prior authorizations.

Clinic Operations:

• Collaborate with medical staff and other team members to ensure efficient clinic operations.
• Assist in maintaining cleanliness and organization of clinical areas, including disposal of biohazardous materials.
• Adhere to infection control protocols and ensure compliance with clinic policies and procedures.

Patient Outreach and Referral Coordination:

• Manage referral work queues and ensure timely processing of referrals.
• Coordinate scheduling and communication with patients and providers.
• Conduct outreach to patients regarding referrals, preventive care, follow-up appointments, and treatment engagement.
• Track referral outcomes, outreach efforts, and barriers to care.

Collaboration and Communication:

• Collaborate with interdisciplinary care team members to support coordinated patient care.
• Participate in team meetings, case reviews, and care coordination activities.
• Serve as a resource for patients and families navigating treatment and support services.

Medication Coordination and Inventory Management:

• Coordinate medication ordering, procurement, inventory management, and storage of specialty medications, including Vivitrol and Suboxone.
• Maintain accurate medication schedules and inventory records.
• Collaborate with providers and pharmacies regarding medication-related questions, refills, and adherence concerns.
• Document medication-related activities and generate reports as needed.
• Ensure compliance with regulatory requirements, pharmacy laws, and institutional policies governing medication management.

Qualifications:
Education and Experience

• Required: Completion of a formal, post-secondary clinical training program (ex. Medical Assistant, EMT, Paramedic, Nursing Assistant) OR Matriculation in, or graduate of, an Associate's or Bachelor's degree program in nursing (RN). Nursing students must have completed fundamentals of nursing, skills lab, and at least one clinical rotation in medical / surgical nursing.
• Preferred: Certificate, Diploma or Associates Degree in Medical Assisting from an accredited program.

Certification/Training

• CPR training preferred

Job Knowledge and Skills

• Effective verbal and written communication skills.
• Knowledge of insurance prior authorization processes.
• Demonstrated problem-solving skills.
• Ability to work collaboratively with others.
• Ability to address issues professionally and appropriately.
• Strong customer service skills, including working with patients experiencing complex behavioral health and substance use challenges.
• Proficient computer skills, including Microsoft Office applications and electronic medical record systems (Epic experience preferred).

Physical Environment:
The Medical Assistant works in a variety of patient care environments where there may be exposure to communicable diseases and hazardous materials such as blood. Caring for patients also involves exposure to human waste and other unpleasant elements. Other duties may include general cleaning with exposure to dirt, odors, cramped quarters, etc.
Additional Job Details (if applicable)
Physical Requirements

Standing Frequently (34-66%)

Walking Frequently (34-66%)

Sitting Occasionally (3-33%)

Lifting Frequently (34-66%) 35lbs+ (w/assisted device)

Carrying Frequently (34-66%) 20lbs - 35lbs

Pushing Occasionally (3-33%)

Pulling Occasionally (3-33%)

Climbing Rarely (Less than 2%)

Balancing Frequently (34-66%)

Stooping Occasionally (3-33%)

Kneeling Occasionally (3-33%)

Crouching Occasionally (3-33%)

Crawling Rarely (Less than 2%)

Reaching Frequently (34-66%)

Gross Manipulation (Handling) Frequently (34-66%)

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%)

Remote Type
Onsite
Work Location
2014 Washington Street
Scheduled Weekly Hours
32
Employee Type
Regular
Work Shift
Day (United States of America)
Pay Range
$21.50 - $24.94/Hourly
Grade
3
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.
EEO Statement:
4100 Newton-Wellesley Hospital is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.
Mass General Brigham Competency Framework
At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.