Administrative Aide

Columbia University; Northern, New York (KY, NY); Hybrid; USD 61,000 - 74,000; Full time

Job summary

Columbia University Medical Center's Pediatrics Department is seeking an Administrative Aide to join our team in a full-time role supporting clinical practice. The position focuses on day-to-day administrative tasks, patient data management, and coordination with providers to ensure smooth clinic operations.

The role requires excellent organizational skills, attention to detail, and ability to manage episodic scheduling and billing tasks within the EPIC system.

Qualifications

• Bachelor's degree and 2–3 years of related experience or equivalent in education and/or business experience.
• Fluency in Spanish preferred.

Responsibilities

• Greet patients and manage front-desk interactions.
• Triage new patient visits with insurance approvals and referrals.
• Verify/update patient demographics in EPIC.
• Collect co-pays and patient fees at time of service per CU cash handling protocols.
• Schedule appointments and maintain EPIC scheduling templates.

Skills

Patient communication

Medical office coordination

Insurance navigation

Data entry

Education

Bachelor's degree

Tools

EPIC

Job description

• Job Type: Support Staff - Non-Union
• Bargaining Unit: SSA
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $67,354.30 - $67,354.30

Position Summary

The Department of Pediatrics is seeking an Administrative Aide to join our team in a full-time position to work within the Department of Pediatrics - Clinical Practice. Columbia University Medical Center's Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside. We also have several active Clinical trials available to our patients. This position will support the department by providing day-to-day clinical administrative support in our hospital clinical practice.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. Columbia University offers a range of benefits to help you and your dependents stay healthy, build long-term financial security, meet educational and professional goals, and more. Explore your options for Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits.

Responsibilities

The Administrative Aide will be responsible, but not limited to:

• Meet and greet patients.
• Triage all new patient visits, with insurance approvals and referrals.
• Verify/update all patient demographic information in EPIC.
• Obtain/verify all patient insurance information.
• Verify patient's insurance eligibility.
• Inform and advise patients of insurance and CU billing protocols.
• Process patient arrivals through the EPIC system indicating arrivals and no-shows; confirm that proper referrals and/or pre-certifications are in place; contact referring physicians, as necessary, for referrals or pre-authorizations; Verify correct EPIC financial class (FSCs).
• Collect all co-pays and patient fees (cash, check, or credit card) at time of service, following Columbia University cash handling protocols.
• Filter/triage calls in order of urgency; Take accurate phone messages.
• Receive all pending patient medical records, scans and reports and scan documents into EPIC.
• Responsible for physician's schedule; maintain and update daily EPIC scheduling templates.
• Monitor EPIC Work Queues for open referrals & follow up (2-3 days before appt).
• Using the EPIC template, schedule exiting patients for follow up visits; visits to other medical office(s) and ancillary tests and scans.
• Provide exiting patients with confirmations for doctor and diagnostic appointment and the corresponding referrals and pre-authorizations.
• Manage incoming patient messages via the CONNECT PORTAL patient portal by checking the portal daily and either responding to clerical tasks or tasking clinical tasks within the 2-day Fluency in Spanish preferred.
• Turnaround timeframe.
• Medical Record Tasking and Follow Up.
• Complete and provide school letters.
• Print and Mail/Fax all New Visit/Consult Letters to providers as needed.
• Print and give patients office visit summary and/or education material in compliance with Meaning Use policy.
• Assist MD/Nursing staff with all patient requests for ancillary testing and authorization as needed.
• Cross Coverage when needed within the two practice locations this includes but not limited to telephone, coordinator and front desk.
• Duties will be assigned as needed by Practice or Operations Manager.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree and at least two to three years of related experience or equivalent in education and /or business experience.

Preferred Qualifications

• Fluency in Spanish preferred.

Other Requirements

• Employment is contingent upon successful completion of pre-offer and post-offer background checks in accordance with NYC's Fair Chance Act. Depending on the position, a drug screening and other verifications may be required. (University Policies)
• Must successfully complete applicable compliance and systems training requirements.
  • HIPAA Privacy and Security Essentials Training

Equal Opportunity Employer / Disability / Veteran

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