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Administrative Aide

  • Requisition no: 528608
  • Work type: Full Time
  • Location: Medical Center
  • School/Department: Surgery
  • Grade: Clerical Grade 6
  • Categories: Administrative Support

Position Summary

The Administrative Aide is responsible for performing all front-end administrative functions from initial patient contact through to a fully scheduled, authorized and financially cleared patient appointment.  The role supports all providers in the Center for Liver Disease and Transplantation scheduling appointments at multiple office locations and schedules ancillary appointments and diagnostic tests as requested by program providers.  This position reports directly to Front End Coordinator within the Division of Abdominal Organ Transplantation.   


  • This position handles all incoming calls and represents the face of the Center for Liver Disease Program. It requires listening to customer needs and providing helpful solutions to ensure the program delivers outstanding customer service. 
    • Answer all incoming phone calls in a pleasant/responsive manner and triage calls appropriately.
    • Take messages that are clear and disseminate via Epic in-basket messages or email as needed.
    • Complete intake form for all new patients and scan into Epic.
    • Register and schedule all provider appointments, including corresponding lab appointments in the proper format.  This includes but not limited to appointment requests made by phone, patient portal message, inbasket message and work queues.
    • Ensure patients are offered appointments at an appropriate location.
    • Obtain and update patient demographics and insurance information.
    • Obtain requested medical records and documentation; scan in EMR and/or file as required.
    • Verify all insurance eligibility at time of appointment scheduling and via work queues.
  • Schedule all ancillary appointments and diagnostic tests via multiple Epic work-queues for all non transplant patients.
  • Ensure referrals and/or pre-certifications are in place for scheduled visits, services and procedures.
  • Link patient referrals and/or authorization to scheduled appointments at time of scheduling and via work queues.
  • Compose memos, generate and compile reports as requested.
  • Prepare mailings for distribution to patients and/or referring physicians.
  • Obtain physician authorization to release medical records
  • Sort, review and respond to fax requests as needed.
  • Respond to in-basket messages from patients and/or providers via Epic
  • Attend department and division meetings as needed.
  • Participate in department and division wide quality improvement initiatives.
  • Assist in orientation and training of new divisional hires.
  • Adhere to all Department policy and procedures.
  • Other duties as assigned.

Minimum Qualifications

Bachelor’s degree or equivalent combination of education and business experience.

Preferred Minimum related experience:

2-3 years related experience. 

Other Requirements

  • Must be able to successfully complete systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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

Applications open: Eastern Daylight Time
Applications close:

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