Administrative Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Mon - Fri (9am - 5pm)
• Building: Columbia University Medical Center
• Salary Range: $66,300.00 - $78,300.00

Position Summary

The Administrative Coordinator will be responsible for managing the day-to-day operations of the Academic and Clinical Office of the Chief of Cardiac Pediatric Surgery. This position handles a wide range of responsibilities including those involving the University and the Hospital, as well as national and international patients and visitors, and external business executives and representatives. This is a highly visible position and is critical to the Chief's success. This role is expected to handle all correspondence and prioritize items that have to be completed in a work environment that is very challenging and fast paced.

Responsibilities

• Participate in EPIC-related meetings and serve as the Division liaison to staff.
• Develop and implement standardized office procedures.
• Manage high-volume phone communications in a professional and responsive manner, directing calls as appropriate.
• Coordinate and maintain physicians’ academic and travel schedules.
• Prepare travel itineraries and process travel and business expense reports.
• Responsible for all internal and external communications, including the preparation of confidential correspondence, transcriptions, office letters, operative and pathology results.
• Oversee the timely update and renewal of CVs, professional licenses, and DEA certificates.
• Follow all front-end processes including demographic collection, insurance verification and other protocol as mandated by Columbia Doctors policy.
• Ensure proper referrals and/or pre-certifications are in place for office appointments, radiology and surgery as needed. If not needed, then indicated in detail in EPIC.
• Manage scheduling for surgery, and provide letters as needed. Work closely with clinical team for seamless coordination of cases. Coordinating transfers from outside hospitals.
• Obtain and scan new visit paperwork prior to appointment. Email/Mail new patient packet prior to appointment.
• Provide all check out functions including any ancillary testing required and surgical scheduling with appropriate preoperative testing.
• File and scan chart notes and other medical information in appropriate folder within .
• Ensure that all patient visits have billing documentation that is submitted to the billing department, including but not limited to all relevant and accurate patient demographic and insurance information.
• Work with Experian to ensure all patient insurance information is correct.
• Work closely with nursing team to ensure that all preoperative clearance and paperwork is obtained and scanned into EPIC prior to surgery. Provide cross coverage as needed.
• Fax consult, office visit, operative, pathology and post op reports to referring MDs.
• Complete special projects as requested by Chief, Division Administrator and Practice Manager as needed.
• Conform to all applicable HIPAA, Billing compliance and safety guidelines.

Minimum Qualifications

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.