Sr. Practice Assistant

Schedule Information

This is a full-time, Monday through Friday position. The schedule will primarily consist of standard business hours, particularly during onboarding and training. As clinic operations expand, there may occasionally be a need to work a mid-shift schedule (such as 11:00 AM to 7:30 PM) to support extended patient access hours. Any schedule adjustments are planned in advance, allowing staff to maintain predictability and work-life balance. Flexibility is appreciated, but employees are not expected to stay unexpectedly beyond their scheduled hours. This is an excellent opportunity for a customer-focused professional who enjoys working in a team environment and thrives in a role that combines patient interaction, organization, and operational support within a growing healthcare practice.

Primary Responsibilities

• Provide administrative support to multiple physicians in a fast-paced clinical environment.
• Perform all front desk check-in and check-out functions, including insurance verification and copay collection.
• Schedule patient consultations, follow-up appointments, imaging studies, and other related visits.
• Obtain prior authorizations for imaging studies when required.
• Obtain insurance referrals as needed.
• Obtain insurance authorizations for radiation therapy treatments.
• Review daily Mosaiq schedules to ensure patient clearance.
• Arrive and queue patients in Mosaiq for clinic appointments.
• Present and explain HIPAA and Massachusetts Patient Rights documentation and obtain patient signatures.
• Ensure compliance with Radiation Oncology patient identification and wristband policies.
• Schedule inpatient transportation in Epic using the Patient Transport Tracking module.
• Contact inpatient units each morning to confirm patient treatment schedules and transportation arrangements.
• Answer and manage multiple high-volume telephone lines professionally and efficiently.
• Scan patient documentation, including consent forms and other clinical records, into Epic.
• Prepare consultation charts, including obtaining outside medical records when necessary.
• Monitor and manage the Front Desk Epic In Basket pool.
• Assist with patient reminder calls.
• Assist with Epic work queues.
• Coordinate daily scheduling and workflow to support efficient department operations.
• Maintain compliance with HIPAA privacy and confidentiality policies.
• Participate in special projects related to billing, charge entry, compliance, operational improvement initiatives, and other department priorities.
• Perform additional duties and special projects appropriate to the level of the position, as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
• Demonstrated ability to work independently with minimal supervision.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Knowledge of general office operations and administrative procedures.
• Ability to interact professionally and effectively with patients, providers, staff, and all levels of management.
• Flexibility to adjust work hours to support departmental coverage, including closing responsibilities as needed.

Preferred

• Associate's degree or higher.
• Two to four years of experience in a medical office or ambulatory healthcare setting.
• Experience with Epic and/or Mosaiq electronic medical record systems.
• Knowledge of medical insurance verification, referrals, and prior authorization processes.