• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $74,126 - $81,151

Position Summary

The Business Manager will perform a variety of administrative and staff support duties for a fast-paced department, which requires a range of knowledge and skills in organizational procedures and policies. The Business Manager will support all areas of the practice including patient access, revenue cycle, clinical operations, finance, and quality assurance.

Responsibilities

• Patient Access
  • Utilize and multitask across all department systems - Epic, Aria, and Outlook - to fulfill administrative tasks and coordination of care.
  • Manage physician/patient correspondences including:
  - Voicemail messages
  - Incoming and outgoing telephone calls
  - Incoming and outgoing Outlook emails
  - Incoming and outgoing Epic communications
  - Incoming and outgoing faxes
  - Scanning, uploading and EHR filing.
  • Assess correspondences and provide the following services in respective order: (1) answer and/or resolve patient questions/concerns/inquiries, (2) direct/transfer incoming phone calls to the appropriate department contact, and (3) document and send detailed patient messages to the appropriate department contact.
  • Consistently follow through to ensure 100% response/completion of all patient messages and inquiries.
  • Capture, update and/or verify patient registration information, insurance information, and medical records.
  • Responsible for scheduling consultation and follow-up appointments as assigned.
  • Make outgoing appointment reminder calls, providing detailed patient instructions.

  Revenue Cycle
  • Support revenue cycle optimization in the department by assisting the revenue cycle manager with charges, AR, denials, and appeals processes.
  • Assist the revenue cycle manager with the ongoing management and maintenance of provider insurance credentialing, interfacing with the ColumbiaDoctors Provider Enrollment Group (PEG).

  Clinical Operations
  • Manage the daily Outlook calendars including scheduling administrative and/or research-related meetings for ten radiation oncology attendings.
  • Manage provider schedules in Aria including time away and regional coverage adjustments.
  • Manage Epic secure chat communications, ensuring consistency and standardization.
  • Manage Epic In Baskets, including assigning contacts such as residents, nurses, and APPs to physician pools.
  • Participate in standing clinical operations meetings with hospital counterparts to review workflows and improve processes.

  Practice Operations
  • Provide front desk reception services within the department offices (including granting department door access and intake of mail/packages).
  • Oversight of facility cleanliness and safety according to practice standards. Escalates any issues to Environmental Services, Engineering, Central Sterile, Materials Management, etc. and ensures follow through.
  • Oversee the department environment, interfacing with other departments including IT, telecommunications, housekeeping, facilities, and associated vendors.
  • Oversees ordering and stocking of clinical and office supplies within the office practice suite. Monitor supply use and maintain and adjust par levels as needed.
  • Oversight of accurate tracking and fulfillment of department-level operational requests including business cards, office supplies (CU Marketplace), Unitex lab coats, scrub machine access, and water/cup delivery (US Coffee).
  • Submits and tracks requests including domain/email creation, badge security access, Epic/Aria access (eSAF), Zoom Pro accounts, email distribution lists, desktop relocations, IT purchasing requests (hardware/software), and E-Fax (RightFax) setup.

  Finance
  • Initiate financial transactions such as employee reimbursements, visitor reimbursements and honorariums, purchase requisitions, and journal transfers.
  • Act as a liaison to vendors regarding such topics as vendor setup/management, order follow-up, and invoice payment. Maintain documentation on purchases in a compliant manner. Advise researchers and other personnel on purchasing policy, procedures, and best practices.
  • Generate invoices, initiate funding transfers, and track collections. Assist with annual budgeting and research core rate setting process.
  • Working closely with labs in management of research cores.
  • Complete departmental purchasing process. Prepare complex requisitions, including large capital equipment purchases. Work closely with laboratory manager(s) to ensure efficient and compliant purchasing of lab supplies and other materials. May review/approve others' purchases.
  • Complete monthly departmental Epic to ARC reconciliation.
  • Assist Associate Director with annual budgeting process and other financial planning.
  • Responsible for departmental requests such as, Concur, P-card, and Candex honoraria.

  Quality Assurance
  • Support ongoing department Quality measures. Provides assistance and coverage to the Quality Assurance Manager including reviewing patient charts as per ACR standards, compiling chart rounds excel lists and facilitating chart rounds meetings.
  • Assist the Assistant Director with monthly Quality and Patient Safety, collecting departmental metrics, organize meeting materials, and host monthly meetings.
  • Additional duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience, plus three years of related experience.

Preferred Qualifications

• Team-oriented.

• Energetic multi-tasker and willing learner.

• Excellent verbal and written communication skills.

• Organized and detail oriented.

• Time management skills.

• Ability to communicate in Spanish with a large Hispanic patient population.

Equal Opportunity Employer / Disability / Veteran

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