Practice Assistant II, Orthopedic Surgery

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

Education
High School Diploma or Equivalent required

Can this role accept experience in lieu of a degree?
No

Experience
Office experience 2-3 years required

Knowledge, Skills and Abilities
- Proficiency with all Office Suite, Knowledge of office operations and standards and understanding of office procedures including filing, copying, scanning, printing and faxing.
- Ability to use phone system and manage more non-routine phone calls and solve routine issues as appropriate.
- Communicating effectively in writing as appropriate for the needs of the audience and talking to others to convey information effectively.
- Understanding written sentences and paragraphs in work related documents, to correspond and communicate with others clearly and effectively (including composing/editing e-mail, memos and letters), and to take complete and accurate messages.
- Managing one's own time and the time of others.
- Well organized and good time management skills to manage multiple tasks effectively, follow established protocols, and work within systems.

Department: Orthopedic Surgery

Schedule: Monday - Friday | Hybrid

Benefits: Medical, Dental, Vision, 403b retirement plan, tuition reimbursement, discounted MBTA pass & more!

The Practice Assistant II plays a key role in supporting the clinical, operational, and academic missions of the Department of Orthopedic Surgery. This position offers a unique opportunity to work alongside nationally recognized orthopedic surgeons while contributing to innovative patient care initiatives.

Reporting to the Administrative Manager, the Practice Assistant II provides comprehensive administrative support within a fast-paced ambulatory surgical practice. Responsibilities include coordinating patient appointments, supporting clinical operations, assisting with surgical scheduling, obtaining authorizations for advanced treatments, and ensuring a seamless patient experience.

The ideal candidate is highly organized, detail-oriented, comfortable working independently, and able to manage multiple priorities in a dynamic healthcare environment. Candidates with a clinical background and experience using Epic are strongly preferred.

Key Responsibilities:

Patient Scheduling & Care Coordination

• Schedule and manage outpatient appointments for assigned providers.
• Coordinate clinic schedules and ensure accurate appointment management.
• Manage patient phone calls and respond to inquiries in a timely manner.
• Monitor Epic in-baskets and route messages appropriately.
• Ensure patients, families, and caregivers understand instructions related to procedures, tests, treatments, and follow-up care.
• Notify providers or leadership when additional patient education or follow-up is needed.

Surgical Scheduling & Pre-Operative Support

• Assist with surgical scheduling and case entry as directed.
• Coordinate pre-operative requirements and ensure timely completion of necessary testing and clearances.
• Work collaboratively with clinical staff and external providers to obtain surgical clearances.
• Support management of surgeon operating room block time to maximize efficiency and patient access.
• Obtain pre-authorizations for advanced treatments, including imaging studies and injections.

Administrative Support

• Process and manage patient-related documentation, including Disability paperwork, Leave of absence forms, medical letters, Progress updates and related documentation.
• Maintain provider calendars, ensuring patient care and administrative activities are appropriately scheduled and conflict-free.
• Prepare patient charts and support clinic readiness activities.

Customer Service & Operations

• Deliver exceptional customer service to patients, families, and visitors.
• Respond promptly to tasks, requests, and operational needs.
• Support departmental initiatives, process improvements, and workflow changes.
• Attend department and staff meetings as required.
• Maintain compliance with all hospital, departmental, regulatory, and accreditation requirements.
• Adhere to Orthopedic Surgery policies and procedures.
• Perform additional duties and special projects as assigned.

Front Desk Support

• Provide coverage for patient check-in and check-out activities as needed.
• Assist in maintaining efficient patient flow throughout the clinic.

Team Support

• Provide backup phone coverage for the practice.
• Assist colleagues, including surgical schedulers and administrative staff, as directed by leadership.
• Serve as a resource for patients, visitors, and hospital personnel while following departmental and organizational policies.
• Participate in departmental projects and practice-specific initiatives.

Pay Range

Grade