Practice Assistant – Administrative | Healthcare Patient Scheduling

Job ID: 181469
Location: Wellesley, MA
Contract Duration: 3 Months
Work Arrangement: Onsite
Schedule: Monday–Friday, 8:00 AM–5:00 PM
Client: Beth Israel Lahey Health Primary Care – Gateway
Staffing Company: Sigma, Inc.

Job Overview

Sigma, Inc. is seeking a detail-oriented and customer-focused Practice Assistant – Administrative for an onsite, 3-month contract opportunity with Beth Israel Lahey Health Primary Care – Gateway in Wellesley, Massachusetts.

This healthcare administrative role focuses on patient access, high-volume call handling, medical appointment scheduling, referral coordination, and practice operations. The ideal candidate will have experience in medical office administration, patient services, healthcare call centers, or medical reception and be comfortable managing multiple tasks in a fast-paced clinical environment.

Important Eligibility Requirement: Candidates must have been separated from Beth Israel Lahey Health (BILH) for at least six months to be eligible for this position.

Key Responsibilities

• Answer, screen, and process a high volume of incoming patient calls professionally and efficiently.

• Follow established telephone scripts, call-handling procedures, and triage guidelines.

• Gather relevant patient information and use sound judgment within the scope of the role to determine appointment types, appropriate providers, and scheduling urgency.

• Schedule patient appointments using centralized scheduling systems and healthcare software applications.

• Verify and update patient demographic information and coordinate with registration staff when additional updates are needed.

• Obtain required referrals for scheduled appointments and accurately document referral information in the system.

• Record and maintain payer information, including workers' compensation and automobile liability details.

• Communicate appointment preparation instructions, including required documents, outside medical records, imaging films, diagnostic test preparation, and procedure protocols.

• Coordinate office visits, diagnostic tests, and procedures by reviewing multiple scheduling requirements and data points.

• Support the efficient use of clinical staff, office space, and equipment while coordinating appointment availability.

• Identify scheduling conflicts and collaborate with management to resolve patient access issues.

• Document and forward accurate messages to providers and clinical staff.

• Identify urgent patient requests and route calls to the appropriate healthcare professionals.

• Respond to patient inquiries and administrative requests within the scope of assigned responsibilities.

• Address provider email requests promptly and professionally.

• Support daily practice operations and contribute to a positive patient experience.

Required Qualifications

• High school diploma or GED.

• Experience or demonstrated ability in administrative support, patient scheduling, telephone-based customer service, or medical office operations.

• Strong verbal and written communication skills.

• Ability to handle high call volumes while maintaining accuracy and professionalism.

• Excellent organizational skills and attention to detail.

• Ability to manage competing priorities in a fast-paced healthcare setting.

• Proficiency with computer applications and electronic scheduling systems.

• Ability to maintain patient confidentiality and handle sensitive information appropriately.

• Must meet the six-month separation requirement from Beth Israel Lahey Health.

Preferred Qualifications

• Associate's degree.

• Previous experience as a Practice Assistant, Medical Administrative Assistant, Medical Receptionist, Patient Access Representative, or Healthcare Call Center Representative.

• Experience with medical appointment scheduling, referral processing, patient registration, and insurance or payer information.

• Familiarity with electronic health records (EHR/EMR), centralized scheduling platforms, and medical office software.

• Experience coordinating diagnostic tests, specialist appointments, and provider schedules.

Ideal Candidate Profile

The ideal candidate is organized, dependable, and patient-focused, with strong telephone etiquette and the ability to coordinate multiple administrative tasks accurately. Candidates with experience in medical practices, hospital scheduling departments, healthcare contact centers, patient access services, or specialty clinic administration are encouraged to apply.

Position Details

• Position: Practice Assistant – Administrative

• Job ID: 181469

• Location: Wellesley, MA

• Client: Beth Israel Lahey Health Primary Care – Gateway

• Contract Length: 3 months

• Work Setting: Onsite

• Working Hours: Monday–Friday, 8:00 AM–5:00 PM

• Education: High school diploma or GED required; associate's degree preferred

• Eligibility: Must be separated from BILH for at least six months