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Administrative Supervisor & Pain Center Billing Specialist


Administrative Supervisor & Pain Center Billing Specialist

  • 533167
  • Medical Center
  • Anesthesiology
  • Full Time
  • Opening on: Jan 13 2023
  • Grade 104
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: 70,000 - 75,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Responsible for supervising all administrative aspects of the Pain Management Center, ensuring timely and accurate financial clearance including referrals/authorizations, maintaining efficient patient check-in/check-out, promoting patient portal usage, and overseeing patient appointment scheduling for the Anesthesiology Pain Management Center. This is a hands on position. 

This position has main responsibility for authorization work queues but as the senior billing specialist must have excellent skills and working knowledge of all front-end Epic features and will rotate into check-in/check-out and scheduling roles frequently throughout the year.


  • Work closely with Administrative Director to manage day to day functions of the Pain Management Center and offsite locations 
  • Supervise administrative staff and medical assistants, oversee performance and productivity and report to Administrative Director
  • Responsible for proper functioning of all aspects of Epic Cadence and provide direct end-user support for administrative staff and medical assistants regarding Epic work queues and workflows
  • Must have operational knowledge of all Cadence functions including scheduling, provider template build, check-in and check-out, referrals/authorizations and posting front desk payments
  • Run scheduling, registration, front desk and referral reports frequently and monitor key departmental dashboards and scorecards
  • Assign Epic training modules for new staff and provide initial and on-going operational training and support
  • Assist in process of new employee documentation with Service Corp and maintain/track employee timesheets
  • Attend FPO and practice plan meetings on behalf of the Pain Center; provide feedback and interact with FPO to improve efficiency, productivity, and customer service
  • Responsible for keeping up to date on Epic staff workflows including in-basket pools and all patient and referral/authorization work queues
  • Submit and track responses for Service Now tickets sent to EpicTogether systems staff as needed
  • Implement and manage front desk policies and procedures in alignment with FPO operational standards
  • Verify patient eligibility and coverage for outpatient appointments in both office and hospital settings
  • Responsible for obtaining referrals/authorizations, documentation of information into Epic and must be the office specialist in payer policies relating to pain management clinical services
  • Ensure that all staff are linked to and are using on-line resources with payers for verification of coverage, benefits and for obtaining referral/authorization
  • Liaise between patient and the billing department, troubleshoot insurance and patient balance issues, contact insurance carriers for claim follow up as needed and report findings back to the patient
  • Maintain and work pre-authorization work queues
  • Complete referral and coding edits assigned by billing compliance
  • Provide faculty support-i.e.: coordinate meetings, keep clinical provider calendar 
  • Provide support services for referring physicians, Pain Center faculty and other divisions within the department
  • Provide coverage for scheduler and junior billing specialist during paid time off as needed for tasks not limited to answering phones, checking patients in/out, scheduling appointments and processing front desk payments
  • Supports and participates in a collaborative team-oriented environment, collaborates with all co-workers, and follows up as appropriate regarding reported complaints and problems
  • Oversee the ordering and management of office supplies
  • Serve as deputy warden of office in case of emergencies
  • Perform other related duties as assigned based on operational needs 

Minimum Qualifications

  • Bachelor's degree or equivalent in education and experience plus three years of related experience in the healthcare industry.
  • Must have experience in an academic medical center or faculty practice plan using a clinical revenue system and various software programs. 
  • Must possess strong organizational and problem-solving skills.
  • Must possess excellent communication skills.
  • Must be proficient in Microsoft Word, Excel, Epic, etc.
  • Must possess the ability to take initiative on a variety of complex issues in a large faculty practice.

Equal Opportunity Employer / Disability / Veteran

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

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