Clinic Practice Assistant II

Job Summary

The Clinical Practice Assistant II provides high-level administrative and clinical coordination support to ensure smooth and efficient operations of programs within Sports Medicine. This role will immediately support the Women’s Sports Medicine Program, Sport Psychology, Emergency Sports Medicine providers, with potential to expand to other areas within Sports Medicine. The ideal candidate is highly polished, patient-focused, and capable of managing responsibilities autonomously while maintaining exceptional professionalism when interacting with patients, physicians, and interdisciplinary teams.

This position blends advanced scheduling coordination, patient navigation, customized data tracking and reporting, and administrative event support. The Clinical Practice Assistant II plays a key role in delivering an outstanding patient experience while supporting operational excellence across multiple Sports Medicine programs.

• Coordinate and manage complex scheduling for Women’s Sports Medicine, Sport Psychology, and Emergency Sports Medicine providers, including managing a dedicated phone line for these programs. This may expand to other areas within Sports Medicine and include some backup coverage for the Center for Sports Performance & Research (CSPaR) in Foxborough.
• Serve as a primary point of contact for patients, providing professional phone and electronic communication.
• Triage new patient requests using established protocols and coordinate appropriate referrals within or outside Sports Medicine.
• Facilitate test, imaging, and procedure scheduling and assist with prior authorizations and insurance referrals.
• Provide patient education and follow‑up to support adherence to care plans.
• Act as a liaison between patients, providers, and insurance teams to resolve scheduling and billing questions.
• Support scheduling needs related to professional and collegiate athlete care when required.

• Maintain customized tracking systems for patient volumes, demographics, and downstream referrals.
• Generate periodic reports to support program operations and performance monitoring.
• Ensure accuracy and confidentiality of patient and operational data.

• Prepare invoices and assist with billing‑related administrative processes.
• Coordinate complex meetings, calendars, and event logistics.
• Provide administrative support for onsite activities including retreats, educational programs, seminars, and conferences (room reservations, catering, setup, and materials preparation).
• Order and manage limited marketing and program supplies and assist with booth or event setup as needed.
• Take meeting minutes and support follow‑up actions.

• Greet and assist patients, visitors, and athletes with professionalism and courtesy during in‑person meetings or events.
• Answer and route phone calls and electronic communications.
• Process patient forms and documentation and maintain accurate records.
• Support day‑to‑day office operations and complete additional duties as assigned.
• Comply with all organizational policies, standards, and confidentiality requirements.

High School Diploma or Equivalent required.

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

Office experience 2-3 years required.

• 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.

Mass General Brigham Incorporated is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.