Sr Practice Assistant - CAHD - Transplant - Hybrid schedule - (3268925)
Description
Sign-on bonus eligible!
General Summary/Overview Statement:
Brigham is a global leader, devoted to maintaining and restoring health for people everywhere. Brigham is composed of Mass General Brigham (MGB), Brigham and Women’s Faulkner Hospital (BWFH), and Brigham and Women’s Physicians Organization (BWPO).
Brigham is an academic medical center with a firm commitment to its tripartite mission. From the clinical standpoint, Brigham serves patients from New England, throughout the United States, and from 120 countries around the world. These clinical services are supported at 2 hospitals and 150 outpatient practices, by more than 1,200 physicians. From the research standpoint, Brigham conducts the second largest hospital-based research program in the world, with an annual research budget of more than $630 million. And from the education standpoint, Brigham is a training ground for physicians, nurses, and allied health professionals. We have 1,100 trainees in over 140 of the most sought-after training programs in the world, and also host Harvard Medical School students in rotations throughout our programs.
Brigham is an internationally recognized leader in transplantation services, providing advanced care for a wide spectrum of organ and tissue transplants, including kidney, pancreas, lung, heart, face, hand, and bone marrow. Many transplant milestones have taken place here, including the world’s first successful human organ transplant, a kidney transplanted in 1954. Since this groundbreaking start, our transplant programs have continued to build upon this innovative spirit, and currently perform ~150 transplants each year.
The Center for Advanced Heart Disease (CAHD) Senior Practice Assistant has responsibility for administrative support, operations, departmental projects, and referral communications. CAHD is inclusive of advanced heart failure, mechanical circulatory support, and heart transplantation programs.
Principal duties and Responsibilities:
Senior CAHD Program Assistant
Overall duties
The intensive and long-term aspects of the Center for Advanced Heart Disease (CAHD) Program will require the Senior Practice Assistant to become an integral member of the team. Therefore, outstanding interpersonal skills, and strong oral and written communication skills are required. They must demonstrate the ability to prioritize and meet multiple short- and long-term goals in a setting of frequently unscheduled demands and patient/program needs. Flexibility, excellent judgment, and the ability to work independently are required. Must be able to function well under stress, and to interact effectively with team, patients, and their families.
- Provides administrative support to the CAHD nurses including, but not limited to, fax triage, placement of telephone calls to patients, laboratories and referring providers.
- Documents telephone encounters and enters staff messages in Epic as appropriate.
- Trains in other administrative tasks related to the functioning of the Transplant Program.
- Members of the Administrative team (pre- and post- transplant) will provide assistance/cross-coverage for all programmatic administrative tasks as needed. May be asked to provide coverage for other organ programs as needed.
- Gathers and organizes all clinical information related to transplant patients. Interacts with the Center for Advanced Heart Disease data analyst, as necessary.
- Schedules transplant/VAD visits along with all necessary consults, diagnostic tests, transplant visits and procedures according to guidelines.
- Communicates with patients and referring physicians to facilitate the above, and to answer questions related to the administrative processes in the Center for Advanced Heart Disease.
- Obtains all necessary medical records and places all necessary orders in conjunction with the Nurse Coordinator(s).
- Scans data into Epic to facilitate all the above tasks.
- Acts a liaison between Boston Children’s Hospital and Mass General Brigham to coordinate transfer of care, works the Chief Medical Director.
- Provides daily updated in- patient Census to the team.
- Provides support for Cardiac Mems program.
- Manages the admission process including contacting the patient to confirm their admission date, LOS, location, and any further instructions.
Administration
- Performs other administrative duties for Administrative Director and Nurse Director, such as document revision, file maintenance, copying/faxing, ordering supplies and processing reimbursements and departmental invoices.
- Manages and maintains Transplant SharePoint sites, including all policy and form updates, ensuring the accuracy of documents and incorporation of revisions.
- Maintains and facilitates transplant meetings, including scheduling, agenda distribution and creation and maintenance of minutes.
- Prepares for and attends monthly Transplant Selection Committee meeting; sends reminder emails to committee members in advance of meeting, collects items for inclusion on agenda and distributes agenda before meeting; takes, prepares, and distributes meeting minutes.
- Prepares for and attends monthly LVAD meetings sends reminder emails to committee members in advance of meeting, maintains attendance.
- Provides administrative assistance with cross-program projects, including any projects lead by or overseen by the Administrative Manager and/or the Physician Directors.
- Participates in quality assurance and process improvement projects as appropriate.
- Manages and provides administrative assistance with payroll/Kronos Time Keeping.
- Performs other duties and tasks as assigned by Administrative Director/Manager, to ensure the efficient overall performance of the Transplant Programs.
- Attends monthly ALC Meeting and reports back to the team.
- Participate in all staff meeting to share details with staff pertaining to your purview.
- Assist Administrative Manager with onboarding material for new hires and track progress of training.
- Send out patient and care team letters in a timely manner.
Quality & Compliance
- Provides administrative support to Transplant Leadership and provides program- and quality/compliance- related project support to the Administrative Director, Physician Directors, Nurse Director, and QAPI Manager/Physician Leader.
- Provides administrative assistance with projects related to ensuring compliance with regulatory agency requirements, supports any projects lead or overseen by the QAPI Physician Leader.
- Maintains and facilitates transplant meetings, including scheduling, agenda distribution and creation and maintenance of minutes.
- Prepares for and attends monthly MCS QAPI Committee meeting; sends reminder emails to committee members in advance of meeting, collects items for inclusion on agenda and distributes agenda in advance of meeting, ensures that SharePoint QAPI site is up-to-date and populated with materials needed for QAPI meetings.
Team Lead
- Participates in the all-staff meetings and lead administrative huddles.
- Develops letters, presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism.
- Participates in relevant special projects.
- Consistently meets all deadlines for deliverables or activities as established by the Service Line Leadership and hospital policies and standards.
- Continuously assesses and improves the efficiency of systems and processes.
- Confirm that the upcoming clinics are all set, review the DAR and make edits as seen fit.
- Cross trained in all administrative roles within CAHD.
- Act as the Transplant service line super user.
- Performs other duties as assigned and/or required.
Qualifications
Qualification:
- Preferred Bachelor’s degree preferred in the health sciences, business, or public health.
- A minimum of three (3) years of experience in a healthcare environment is strongly preferred.
- Application-level software skills to include Windows, Microsoft Office, hospital utilized systems (electronic medical record and registration systems).
Skills/Abilities/Competencies Required:
- A broad and thorough knowledge of:
- organizational and management theory and practice
- strategic plan and implementation
- information systems (i.e., EPIC modules, Windows applications, spreadsheets, PowerPoint etc.)
- Strong communications and leadership skills.
- Strong verbal and writing skills
- Ability to work independently
- Ability to complete work and meet deadlines
- Excellent organizational skills and ability to prioritize tasks
- Ability to focus detailed, concentrated effort to multiple projects and re-establish priorities, as necessary.
- Ability to effectively respond to time sensitive issues.
- Demonstrated ability to manage programs within the context of a large medical center and health care delivery system.
- Ability to work effectively in a team and multi-disciplinary environment.
- Demonstrated ability to complete work through collaborative efforts with a broad group of individuals
- Excellent interpersonal skills required for working with leadership, clinicians and staff in a professional and respectful manner
Primary Location
: MA-Boston-BWH Boston Main Campus
Work Locations
:
BWH Boston Main Campus
75 Francis St
Boston 02115
Job
: Practice Assistant/Patient Services Coord
Organization
: Brigham & Women's Hospital(BWH)
Schedule
: Full-time
Standard Hours: 40
Shift
: Day Job
Employee Status
: Regular
Recruiting Department: BWH Administration
Job Posting
: Dec 4, 2023
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