• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $70,000-$82,000

Position Summary

Reporting to the Director of Clinical Operations of Specialty Programs, the goal of the Post-Graduate Practice Administrator is to deliver high quality patient centered care and to manage students’/residents’ clinical experiences to result in on-time graduation from the post graduate programs with relevant clinical experiences. The patient centered care component includes the quality of care (clinical care) and the quality of caring (patient experience). The trainees’ clinical experience includes measuring and facilitating trainees along the road map to clinical certification for completion of a post-graduate specialty program.

Responsibilities

• Under the general supervision of the Chief of Staff, the Graduate Practice Administrator (GPA) performs duties related to the management of the specialty programs and provides support of faculty, staff, and trainees consistent with the clinic mission.
• Develop, maintain and/or distribute all relevant program reports and correspondence:  resident productivity reports; spreadsheets for student/resident patient case management; patient assignments; chair utilization/trainee attendance tracking reports; referrals, and reminders of clinic policy; student/resident roster and language list; daily seating report.
• Attend/lead daily huddles and ensure student/resident attendance to huddles; conduct huddles as need in the absence of the program directors.
• Manage assigned specialty programs’ chairs and patient flow during clinic session; maximize the utilization of all chairs; monitor student attendance in clinic session; reassign chairs as necessary resulting from no-shows or failed appointment.
• Triage and communicate with patients regarding issues and concerns about patient advocacy, satisfaction and dispute resolutions; refer as necessary to appropriate program director, or Patient Relations Liaison.
• Scan all export and patient medical documents, images, correspondence, referrals, and forms into Epic.
• Schedule clinical meetings (room requests, notification, agendas, etc.) to support program directors.
• Work with program directors, Chief of Staff, Senior Clinic Manager and Senior Associate Dean for Clinical Affairs to assign, coordinate and capture all clinical rotations for the academic year; edit rotations appropriately and forward all necessary information to affected departments; monitor weekly resident/student participation in assigned rotations.
• Manage staff in the capture of next appointment information for patients before end of each clinic session.
• Coordinate and refer trainee and patient following a blood borne pathogen exposure in a timely and professional manner.
• Actively manage referral work queues to ensure timely completion or resolution of referral requests.
• Provide in-the-moment troubleshooting and assistance for access issues as they are arise-including utilization of waiting lists, virtual chairs, same-day schedule changes—to promote patient access and schedule maximization.
• Collaborate with curriculum affairs and the program director for the coordination of clinical and didactic schedules.
• Manage patient transfer throughout the year and during the resident/student transition at the end of the academic year.
• Manage the dental assisting staff to ensure chairs are set up and maintained, operatory are clean after every patient and materials are stock in the clinic on a daily basis and as needed.
• Assist and oversee robust scheduling for community practice and help support the clinical operation during extended hours.
• Instruct and assist trainees as needed regarding the use of Epic software for daily functions i.e., appointment requests, patient information, personal planner, assisting and attendance credit.
• Coach students regarding patient communication, time management, professional clinic behavior and acceptable clinic attire.
• Participate in program interviews and provide feedback regarding student/resident progress.
• Manage staff in the conversion of all appropriate appointment requests submitted via Epic accurately and in a timely manner; review treatment plan to ensure proper treatment sequence and identify any improper or "Phantom" appointments. Assist during all special events in clinic to ensure smooth operation.
• Assist in reassigning staff to ensure adequate clinic coverage.
• Complete requirements needed to complete staff payroll.
• Other related duties as assigned by Director of Clinical Operations of Specialty Programs.

Minimum Qualifications

Bachelor's Degree or equivalent in education and experience, plus four years of related experience.

Other Requirements

• Minimum of two years’ experience in dental/medical office environment.
• Principles of business letter and report writing experience.
• Intermediate level of Microsoft Word, Excel and email systems.
• Basic accounts receivables and payables.
• Aptitude to understand Dental terminology and treatment planning.
• Epic Dental Software Program or other clinic patient information system experience.
• Maintain professional demeanor in stressful and taxing environments.
• Maintain confidentiality of materials and information.
• Manage time, organize duties and assignments, and set priorities to meet multiple deadlines.
• Must be able to multi-task and work under pressure with minimal supervision.
• Demonstrate effective and professional written and verbal communication skills with all constituents.
• Demonstrate strong attention to detail.
• Demonstrate problem solving and follow-through skills.
• Demonstrate ability to be flexible and accommodating with changes that happen upon short notice.
• Work independently and as a part of a team.

Equal Opportunity Employer / Disability / Veteran

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